You can edit a record from reports on the Home or Query pages or by using the Edit icon in the Button bar.
To edit a record from a report on the Home Page:
The edit form allows you to directly modify any field of the record. This can be useful if you wish to update a description, or force a record to a particular process state (for instance, mark a record as "Released" before it has been tested). After making changes to the fields on the Edit page, click on the Update Fields (OK) button to save your changes.
If you have made changes to the fields on the Edit page, but do not wish to save the changes, you can click on the Cancel button to abort your changes and immediately return to the previous page you were viewing. Or, if you have made changes, but wish to reset the fields to their previous values (the values the fields had before you made changes), you can click on the Reset button to restore the original values of the fields.
When you edit the record you can also enter a comment that will be saved in the history for the record. This can be useful in the future to help determine why the record was edited. Up to 2000 characters can be entered into the History Comment field.
The field help icon will be displayed if you have checked the box for the Enable Field Help preference and your Tracker Administrator has entered information to describe this field. Move your cursor over this icon to see a description of the field.
When a date field is present on the Edit Page, you can click on the calendar icon to select a date or you can manually enter a date in the appropriate format (e.g. "mm/dd/yyyy HH:MM:SS AM/PM" or the date & time format selected in the Preferences section.). The time component is optional. Click on the day to select the date to be entered into the date field. Click < or > to move backward or forward one month or click << or >> to move backward or forward one year. Click Now to set the date field to be the current date and time. Click on Exclude Time if you want to exclude the time information from being saved in the date field. For a field where the time information has previously been excluded, click Set Time if you wish to include the current time information in the field. Click OK to choose the highlighted date to be entered into the date field. Date will be selected and calendar dismissed when a date is clicked when the time is excluded. Dates displayed in red are non-business days according to the Business Days option in the Preferences section. Click Cancel to dismiss the calendar without saving changes.
When large text fields (TextArea) are present, an Annotate button will be displayed to the left of the field. Clicking on the Annotate button will add a date and time stamp with your User ID to the field. This makes it easy to distinguish which information within the field has been added by you or another user.
To view the full contents of the large text fields, use the scroll bar on the right of the field. Alternatively, the number of lines displayed for these large text fields can be customized by setting the value of the field Display Window in the Multi-line Field Settings section on your Preferences page.
Your Tracker may have been configured to have dependent pulldown fields. Dependent pulldowns are pulldown fields where the option menu values displayed in one pulldown are determined by the value selected in the pulldown it is dependent on. If you change the value selected in a parent pulldown field, it may change the values available in the child pulldown menu based on the relationship set up between the two fields.
After clicking on the Update Fields (OK) button, if your Tracker workgroup is set up to send email notification messages when records are edited, you will see a message "Sending Email Notifications...Please wait" in the Status bar. This message indicates that the changes have been made to the record and Tracker is sending the email notification messages.
Link fields are fields that allow records to be linked to one another. For example, if different types of forms are available in your Tracker workgroup, your Tracker Administrator may have set up Link field so records created by one form can be linked to records created using another form. When a Link field is included on the Edit Page, any records that have been linked will be displayed. To add items to the Link field, click on the Add Items button. A list of items that can be added will be displayed (if you are using a browser other than Internet Explorer, the list will not be displayed until you click on the Find button). To search for items using a key word(s), type the key word(s) into the Search Criteria field and click on the Find button. Any items that matched your key word(s) will be displayed. To select an item, click on the item. To select multiple items, hold down the Ctrl button on your keyboard while clicking on the items to be added. Click on the Add button to add the selected items to the Link field. To remove items from the Link field, click on the item, then click on the Delete button. To select multiple items, hold down the Ctrl button on your keyboard while clicking on the items to be deleted.
The edit page also allows you to add, edit, or remove an attachment for the record. The Record Attachments section contains more details.
If you have been assigned permission to edit the source code list, you will be able to add, edit or remove source code files for the record. The Source Code Control section has more details about this feature.
If you have been assigned permission to edit the alert settings for a record, you will be able to set up an alerts for the record as shown below. Refer to the Alerts section of this Help Guide for more information on setting an Alert for a record.
If Record Visibility has been enabled, and you are a member of a user group that is allowed to modify the visibility of a record to user groups, the field Make Visible to These User Groups will appear. This field is a selection list at the bottom of the page which allows you to select to which user groups this record should be visible. To select more than one user group, hold down the shift or control key while clicking on the user groups. If you wish to make a record visible only to the Admins user group, click on the blank space at the bottom of the list.