Additional Schedule Group Detail Fields and Flags

Additional Schedule Group Detail (ASGD) fields are associated with schedule groups. These publication-defined fields may be configured for use with either type of Schedule Group (Issue or Book). ASGD fields may be set to appear on the Edit Group Details page and/ or used in BITS transmittals (for book processing).

A custom flag may be defined and associated with an ASGD field. Users with Editor or Publisher roles may be granted permission to view flags and to turn flags on or off. Flags attached to schedule groups are displayed next to Edit Group Details links in the Manage Schedule Groups folder.

TO CONFIGURE:

Go to RoleManager > Editor or Publisher Role. Grant permissions to the applicable roles:

1. Manage Schedule Groups: Access to this folder and Edit Group Details page is required to view and/or edit ASGD fields.
2. View Schedule Group Flags
3. Turn On Schedule Group Flags
4. Turn Off Schedule Group Flags

To create ASGD fields, go to PolicyManager > Additional Data Policies > Add/Edit Additional Schedule Group Detail Fields.

This page lists all configured ASGD fields. The order here is reflected in the order they are displayed on the Edit Group Details page. To reorder the list, enter the preferred numbered order in the boxes in the Order column and click the Update Item Order button. Items may be edited or removed from the list by clicking the applicable link next to the name. To create a new field, click the Add button.

On the Add/Edit Additional Schedule Group Detail Field page, complete the following:

1. Field Description: Enter a description (name) in the text box.
2. Field Type: Select from the drop-down list (Text, Date, Integer, Decimal, Notes, and List). See below for specific settings for each type.
3. Edit Schedule Group Details page:
   • Hide: Check to keep field from displaying on the page.
   • Editable: Check this box to make the field editable.
   • Help text: Enter any instructional text to display along with the field.
4. BITS Transmittals:
   • Hide: Check to keep field from displaying in the transmittal.
   • Custom Metadata ID: Use the link to select an ID to uniquely identify the ASGD field. See Define Custom Metadata IDs.
5. Issue Schedule Group Family: Check the Hide box to disable the use of the ASGD field for Issue Schedule Groups.
6. Book Schedule Group Family: Check the Hide box to disable the use of the ASGD field for Book Schedule Groups.
7. When finished, click Submit.

Field types

For Text and Notes types:

• Maximum Field Length: Enter a maximum length (number of characters), if desired.
• Default Value for Field: Use the radio buttons to indicate a default value (None, Single Value). This applies to field types other than List. Setting the default value for a field to None displays an empty field. Setting a default single value (as entered in the text box on this page) pre-populates the field with this value. If the field is defined as editable, this value can be changed on the page where it appears.

For Date, Integer, and Decimal types:

• Default Value for Field: Use the radio buttons to indicate a default value (None, Single Value). This applies to field types other than List. Setting the default value for a field to None displays an empty field. Setting a default single value (as entered in the text box on this page) pre-populates the field with this value. If the field is defined as editable, this value can be changed on the page where it appears.

For List type:

1. Display List as: Use the drop-down menu to select list appearance.
   • Drop-down list allows for one (or no) selection.
   • Radio buttons allow for one selection (default value required).
   • Checkboxes allow for multiple selections (good for 1-5 values).
   • Scrolling selector allows for multiple selections (good for more than 5 values).
2. For Checkbox or Scrolling selector type, set minimum and maximum responses, if applicable.
   1. Require no less than: Check the box to define a minimum and enter the number in the text box.
   2. Require no more than: Check the box to define a maximum and enter the number in the text box.
3. For all types, click the ViewEdit Values for List link next to the Field Type selector to open a pop-up window. In the pop-up:
   1. Enter the Value to appear in the list.
   2. Enter a Description to appear alongside the Value (this is optional).
   3. Click Add Value to enter another item for the list.
   4. Reorder list if necessary by numbering items in Display Order boxes and click Update Item Order.
   5. If applicable, use a radio button to select a default value.
   6. When finished, click Save and Close.

To define AGSD flags, go to PolicyManager > General Policies > Create Customized Schedule Group Flags.

The Create Customized Schedule Group Flags page lists all configured flags. The order they appear on this page determines the order in which they appear next to the Edit Group Details link. The order can be changed by renumbering the items and clicking the Update Item Order button. A field can be edited by using the Edit link and removed with the Remove link, if it is not currently displayed for any Schedule Groups.

1. Click the Add button or Edit link to open the Add/Edit Customized People Flag page.
2. Flag Icon: Click on an available graphic icon in the grid to select. (Icons already in use are grayed out.)
3. Flag Name: Enter a name for the flag.
4. Associate with ASGD Field: Use the drop-down list to select an ASGD field.
5. Optional for editing existing flags:
   • Original Flag Icon: When editing a flag icon, the existing graphic icon displays here after a new selection (displayed as Flag Icon) is made.
   • Hide: Check the box to make flag unavailable to set. (Uncheck the box to make the flag available.)
   • Turn off flag throughout the system: Check the box to detach the flag from all records. (The flag remains available for future use.)
   • To remove flag from all records and make it unavailable to reset, check both boxes.
6. Click Submit.

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