diff --git a/site/guide/inventory/_field-types.qmd b/site/guide/inventory/_field-types.qmd index 4738e3e00..7190904d6 100644 --- a/site/guide/inventory/_field-types.qmd +++ b/site/guide/inventory/_field-types.qmd @@ -255,11 +255,18 @@ Date Time Email : Text value in valid email (`user@domain.com`) format. +:::: {.content-visible when-format="html" when-meta="includes.inventory"} +Long Text +: Toggle **Enable rich text formatting** to create a template using the rich text editor. With rich text formatting enabled, you can reference other field values on the record by inserting them as variables — in the template^[[Insert field variables into a Long Text template](/guide/inventory/manage-inventory-fields.qmd#insert-field-variables)] and in the value on an individual record.^[[Insert field variables into a Long Text field](/guide/inventory/edit-inventory-fields.qmd#insert-field-variables)] +:::: + +:::: {.content-visible when-format="html" when-meta="includes.artifacts"} Long Text : Toggle **Enable rich text formatting** to create a template using the rich text editor. +:::: Multiple Select -: Click **{{< fa plus >}} Add Option** to define a list of options. +: Click **{{< fa plus >}} Add Option** to define a list of options. Number : Text value in valid number format. Number display (comma, fullstop, etc.) is determined by your browser's locale. Select a **Number Type**: diff --git a/site/guide/inventory/_field-variable-resolution.qmd b/site/guide/inventory/_field-variable-resolution.qmd new file mode 100644 index 000000000..057fb82b9 --- /dev/null +++ b/site/guide/inventory/_field-variable-resolution.qmd @@ -0,0 +1,21 @@ + + +Variables resolve when the field is displayed, so a referenced value stays current as the record changes. Inventory exports contain the resolved values rather than the variables.^[[Export inventory](/guide/reporting/export-inventory.qmd)] + +Where a value can't be shown, {{< var vm.product >}} displays a marker in place of the variable so that you can tell restricted or unresolvable content apart from an empty field: + +{{< fa lock >}} **Access denied** +: You don't have read permissions for that field.^[[Manage permissions](/guide/configuration/manage-permissions.qmd)] The value is never sent to your browser. + +**Circular reference** +: Two or more fields reference each other in a loop. + +**Exceeded max depth** +: Expansion stopped at two levels. If you reference a Long Text field that itself contains variables, those nested variables resolve one level further — anything beyond that is not expanded. + +::: {.callout title="Attestation snapshots keep the values they were captured with."} +Variables in a snapshot resolve from the snapshot itself, not from the current record, so an attestation continues to show the values as of the time it was captured.^[[Working with attestations](/guide/attestation/working-with-attestations.qmd)] + +::: diff --git a/site/guide/inventory/_insert-field-variables.qmd b/site/guide/inventory/_insert-field-variables.qmd new file mode 100644 index 000000000..298beafa5 --- /dev/null +++ b/site/guide/inventory/_insert-field-variables.qmd @@ -0,0 +1,16 @@ + + +3. Click **{ } Insert Variable {{< fa angle-down >}}** in the rich text editor toolbar. + +4. Select the variable you want to reference from the **Record {{< fa arrow-right >}}** drop-down menus: + + - **Core Fields** — Default fields on the record. + - `{Group}` — Custom fields, listed under the inventory field group they belong to.^[[Add inventory field groups](/guide/inventory/manage-inventory-fields.qmd#add-inventory-field-groups)] + - **No Group** — Custom fields that aren't assigned to a group. + - **Stakeholders** — Assigned users, by record stakeholder type.^[[Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd)] + + Only fields available on the record type are listed. Artifact fields cannot be referenced,^[[Manage artifact fields](/guide/validation/manage-artifact-fields.qmd)] and a field can't reference itself — the field you're editing is left out of its own drop-down. + +5. Click **Save** to apply your changes. diff --git a/site/guide/inventory/edit-inventory-fields.qmd b/site/guide/inventory/edit-inventory-fields.qmd index 6bddba7eb..16ed7ba27 100644 --- a/site/guide/inventory/edit-inventory-fields.qmd +++ b/site/guide/inventory/edit-inventory-fields.qmd @@ -87,6 +87,19 @@ Learn more: [Work with content blocks](/guide/documentation/work-with-content-bl ::: +### Insert field variables into a Long Text field + + +On a **Long Text** field that has rich text formatting enabled,[^13] you can reference other field values on the same record instead of retyping them — for example, composing a summary that stays in sync with the record's owner, tier, and review dates. + +1. On the record's detail page, click on the Long Text field you want to edit. + +2. In the rich text editor: + +{{< include /guide/inventory/_insert-field-variables.qmd >}} + +{{< include /guide/inventory/_field-variable-resolution.qmd >}} + ### Manage attachments on records @@ -162,6 +175,8 @@ In addition to editing individual fields on a per record basis, you can edit fie [^12]: [Customize inventory layout](/guide/inventory/customize-inventory-layout.qmd#swap-between-views) +[^13]: [Inventory field types](manage-inventory-fields.qmd#inventory-field-types) + diff --git a/site/guide/inventory/manage-inventory-fields.qmd b/site/guide/inventory/manage-inventory-fields.qmd index 42dd03367..7fed8f06c 100644 --- a/site/guide/inventory/manage-inventory-fields.qmd +++ b/site/guide/inventory/manage-inventory-fields.qmd @@ -87,6 +87,24 @@ For example, if you first search by keyword for `date` under **Title** without c {{< include /guide/inventory/_add-edit-inventory-fields.qmd >}} +### Insert field variables into a Long Text template + + +Reference other field values from a Long Text template so that every record of that type starts from the same structure — for example, a summary that pulls in a record's owner and tier alongside your own narrative. + +1. Add or edit a **Long Text** inventory field, then toggle **Enable rich text formatting** on.[^insert-variables] + +2. In the template editor: + +{{< include /guide/inventory/_insert-field-variables.qmd >}} + +::: {.callout-important title="A template can only reference fields that all of its record types share."} +Because a template is applied to records of every **Inventory Record Type** you assign the field to, only variables available on all of those types can be inserted. Assign at least one record type before inserting variables. + +::: + +{{< include /guide/inventory/_field-variable-resolution.qmd >}} + ### Rename custom field keys To rename the field keys for custom inventory fields: @@ -161,4 +179,6 @@ Deleted records and archived workflows no longer block field deletion, even if t [^8]: [Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd) -[^9]: [Add or edit inventory fields](#add-or-edit-inventory-fields) \ No newline at end of file +[^9]: [Add or edit inventory fields](#add-or-edit-inventory-fields) + +[^insert-variables]: [Add or edit inventory fields](#add-edit) \ No newline at end of file