Create and Customize Fields

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A field helps describe the characteristics of a specific work item, such as Name, Description, Priority, or Owner. A field may be visible or hidden to the workspace or project, required or optional, unique to a work item, or shared across multiple work items.

You may edit some values of the standard fields provided by Rally, and create your own custom fields to meet your development needs.

To manage, edit, or create fields, you must have subscription or workspace administrator permissions.

Video

Watch the video below for a demonstration of how to create, edit, and manage the visibility of custom fields in Rally:

Create and Customize Work Item Fields
9 Min

Manage fields

The Fields summary page provides information about all fields that are associated with a work item. You can view the Fields summary from a workspace or project perspective. When you access the page from these different locations, the data will vary to show you the status of fields in a specific project, group of projects, or for the entire workspace.

Fields summary page

Use the Fields summary page to:

  • View all fields of a single work item type
  • Sort fields by name, type, custom vs. standard, required, and visibility
  • Create custom fields
  • Edit standard and custom fields

Workspace Fields page Project Fields page

View fields

Fields are sorted by the work item type, such as defect, user story, and task. To view fields for a specific work item type, use the Work Item drop-down and select a type to display. The list of fields associated with the selected work item automatically refreshes.

The Fields summary page provides you with the following information about each field:

Column Meaning
Name The name of the field, as it appears in summary pages, editors, and other locations. Fields have both a system name and display name.
Attribute Type The type of field. For example, text, string, or boolean.
Custom A check mark will display if the field is not a Rally standard field, and has been created by an administrator.
Required If checked, the field must have a value entered to create or save changes to the work item. Required fields cannot be hidden from specific projects, and are seen by the entire workspace. Note that work items created before a requirement is saved may have other fields edited inline from grid summary pages and apps without entering a value for the required field.
Visible Displays a check mark if the field is visible in the project that the Fields summary page is being accessed from.
Visible on Child Projects Present if viewing the Fields summary page of a project that has open child projects. Displays a check mark if the field is visible in all child projects, and displays Mixed if some children can use the field but others cannot.
Shared Across Work Items Some standard fields, such as Schedule State, are shared across multiple work item types. Changing the settings of a shared field will affect any work item types that use the field.

Fields that are used internally by the Rally system are not displayed on this page.

Changes to fields are recorded in the revision history. Changing the visibility of a field in a specific project will be recorded in that project's revision history, while global changes (such as creating a new field) will display in the workspace revision history.

Revision histories

Delete fields

You cannot delete a field. Instead, edit the field while viewing the Fields summary from your workspace, and select No in the Visible (All Projects) drop-down.

Alternatively, if you have the need for another custom field of the same type, you may edit the field and change the name to repurpose it.

Types of fields

Rally provides different types of fields for various uses. See the table below for a description of each type.

Type Description
Boolean A check box representing a True or False option.
Date A calendar icon displays in work item editors. When a date is chosen, it displays in text format next to the calendar.
Decimal A number with a maximum of six digits before and three digits after the decimal point.
Drop-Down A list of options that contains a series of strings or textual information.
Integer A number field with a maximum of nine digits.
String A field that accepts alphanumeric and special characters. Limited to 256 characters.
Text Provides a field with rich-text formatting options. Text fields may hold up to 32Kb of data.
Web Link Use this field to embed a web link or reference to an object in an external system.

String fields can accept and display certain HTML tags. For a full list of supported tags and fields, see our HTML Whitelist Policy.

You cannot change the type of a field once it has been created.

Create custom fields

You can create your own fields to support your unique development process. Custom fields are added by the subscription or workspace administrator and can be visible to the entire workspace, a single project, or a section of the project hierarchy. Custom fields are available for use on editor pages, custom views, Web Services API queries, and can be viewed on detail and summary pages.

Note:
  • When adding a new portfolio item type, ensure that you are globally scoped to same workspace in which you are adding the type. Otherwise, a validation error will display.
  • You may create a custom field from either project or workspace administrative pages. However, custom fields exist in the database at the workspace level, while visibility may be controlled from either the workspace or project level.
  • Where you create a custom field from can help you control its visibility. If you want only a few projects to have access to a new field, create it from a specific project, or the top of the project hierarchy you want to use. If you want to hide a new field from only a few projects, create it from the workspace level, and then set it to hidden in those projects.
  • A field can only exist once in a workspace. Multiple projects can share a field, but they will use the same values and settings. To create an independent field, it must have a different name.
  • The Required value of a custom field is set at the workspace level. If you create a new custom field, and it is required, it will be visible and required in all open projects.
  • Rally standard fields (fields not created by an administrator) can be visible or hidden, but only at the workspace level.
  • Custom fields are not supported with test case results or defect suites.

To create a new custom field:

  1. Navigate to the workspace or project Fields summary page. Best practices
  2. Click the Work Item drop-down and select the type of work item you want to add a field to.
  3. Click the New Field button.
  4. Enter values in the Name, Display Name, and Type fields.
    You must enter a unique value for Name and Display Name.
  5. If you would like to require that users must enter a value when creating or editing the work item, check the Required option.
  6. Set the visibility of the field according to your project or workspace needs.
  7. Click Save & Close.

Edit fields

  1. Navigate to the workspace or project Fields summary page.
  2. Click the Work Item drop-down and select a type.
  3. Click the gear icon to the left of the field and select Edit.
  4. Update the applicable field values.
  5. Click Save & Close to confirm your changes.

Note:
  • Shared fields are used across multiple work items. Editing these fields will affect other work items, as well as other users who include these fields in their notification rules or custom views.
  • Some standard Rally fields, such as Type, are not available for edit.
  • Fields that are used by the Rally system may be required. If so, you will not be able to edit the field.

Editor window fields

Field Description
Name This name is used by the Rally application. For Rally fields, this name is already populated. This name is not displayed in the Fields summary page, but does display in Create and Edit screens for administering work item fields.
Display Name This is a textual field allowing you to enter the name that will be displayed to users of the workspace.
Type The type of field. Cannot be changed after a field is created.
Occurrences A calculated number that indicates how often a field is being used by work items in the workspace.
Required Require that the field be populated upon creation or edit. Note: Marking a field Required has implications for inline editing, multi-editing, and importing data. The Add button on some board and grid apps will force a full editor window to display, so the required field may be filled in when creating a new work item. Work items created before the requirement is enforced may have other fields edited inline from grid summary pages and apps without entering a required value. In addition, existing integrations may fail if a field is marked Required after the integration is in place.
Visible When accessed from the workspace, displays a single drop-down that controls the fields visibility for all projects. If only some projects are set to view the field, it will be set as Mixed. Choosing the Yes or No options will show or hide the field in all open projects after saving. When accessed from a project with child projects, two drop-downs display. The top drop-down controls visibility for the project the editor was accessed from, while the lower drop-down controls visibility to all child projects.

Manage project visibility

You can set a custom field to be visible in the entire workspace, a single project, or a group of projects. Fields visible to a project will be available in:

  • Work item detail pages
  • Editor windows
  • Summary pages
  • Apps
  • Custom views
  • Notification rules
  • Web Services API

Note:
  • Changing the project scoping on pages and inside of apps will affect the availability of custom fields, depending on their visibility settings.
  • When viewing the Backlog page scoped to a hierarchy of projects, fields that are visible in some child projects but not others will display.
  • Queries via the Web Services API will respect project visibility. Unless specified, queries will use the default project and scoping set in your profile.
  • When using a connector with a supported version of the WSAPI, any fields fetched for will be returned, regardless of visibility settings.

Use the Visible section of the field editor to control which projects have access to use the field.

Visible section of editor

Where you access the Fields summary page from will help you determine if a field is visible or not in a specific project:

  • From the workspace, fields available to all projects will display a check mark in the Visible column. Fields available to some projects but not others will display Mixed in the column.
  • From a specific project, the Visible column will display a check mark if the field can be used in that project.
  • If viewing a project that has children, the Visible on Child Projects column will display. A check mark will be present if the field can be used in all open child projects. Mixed will display if the field can only be used in some of the child projects.

See the sections below for best practice suggestions on how to create a field or adjust visibility according to your needs:

Set a field to be used by the entire workspace

  1. Access the Fields summary page from the workspace level.
  2. Create or edit the field.
  3. In the field editor window, set the Visible drop-down to Yes.
  4. All open projects will have access to the field.

Set a field to be used by a single project

  1. Access the Fields summary page from the project you want to use the field in.
  2. Create or edit the field.
  3. In the field editor window, set the Visible In This Project drop-down to Yes.
  4. Repeat for each unrelated project you want to use the field in.

Set a field to be used by a group of projects in a hierarchy

  1. Access the Fields summary page from the top-most level of the project hierarchy that you want to use the field in.
  2. Create or edit the field.
  3. In the field editor window, set both Visible drop-down menus to Yes.
  4. The project you accessed the Fields summary page from, and all open child projects will have access to the field.

Use web link fields

The Web Link field type allows you to embed a reference to an object in an external system. For example, if you use a separate web-based case management tool or defect tracker, create a web link field to link your stories or defects in Rally to the external item from within Rally.

To create a new web link field:

  1. Click the New Field button.
  2. Enter values in the Name and Display Name fields. These values must be unique.
  3. In the Type drop-down, select Web Link.
  4. Complete the following fields:
    • URL: Provide the base URL to your external system. The ${id} is used to indicate where the object ID from the external system should be inserted. For example, to link to Salesforce.com cases, use the base URL: https://na3.salesforce.com/$\{id}. Rally generates a link to your object by combining the URL with the ID you provide in the detail page to produce the full URL to the Salesforce.com case: _https://na3.salesforce.com/a0A30000000xK8D_ .
    • Display Preference: Click the appropriate radio button to indicate how the external Web Link field will be displayed in Rally:
      • Display in new window. This option will open a new pop-up window to display the external Web Link object.
      • Display in existing window. This option displays the external Web Link object directly in the Rally window.
  5. Click Save.

Once configured, the Web Link field is available for use when editing a work item, or viewing the work item detail page.

  1. Provide the Name of the external object to use as a Link Label. (Optional)
  2. Enter the ID of the external object to be linked in the ID field, and save your entries.

When you view the detail of the work item, click the hyperlinked Name of the external object to go directly to the external page.

Consider using the Rally Web Services API interface to populate the Link Label and ID fields. For example, your case management tool might insert defects through Web Services that include a reference back to the original case.

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