Creating Custom Record Types (Desktop App)

Project Administration

Overview

You can create custom Record Types to extend the out-of-the-box functionality of TopTeam to meet your organization’s specific needs. For example, you can create custom Record Types to document project information such as:

  • Business Objectives,
  • Project Risks,
  • Error Messages,
  • Visio Diagrams (via OLE Objects),
  • and, practically any other type of information.

This article explains how to create custom Record Types.

Prerequisites

You must log in with a User Account that has the System Administrator permissions.

Step 1. Open the Administration area of TopTeam Desktop App

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Step 2. Click Configure System Record Types

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Step 3. Click Create Record Type using Wizard

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Step 4. Select the area for creating a new Record Type

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Step 5. Select a parent Record Type carefully

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To create a new Requirement Type, use the Custom Requirement Type as the parent.

To create a general purpose record (such as for documenting Error Messages, Project Risks, etc.), use the Custom Artifact Types as the parent.

Step 6. Enter Name and Description (optional) for the new Record Type

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Step 7. Enter Prefix for the Identifier of the Record Type

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Step 8. Specify the Initial State of the Record Type

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INITIAL STATE: Whenever a record of the selected type is created, it will be assigned the specified “Initial State”.

NOTE: You can change the “Initial State” after you have fully defined the Record Type States/Workflow Life Cycle.

Step 9. Enter the default display order for this Record Type in Repository Explorer

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Step 10. Select an image for this Record Type

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NOTE: The Record Type image appears in the Repository Explorer nodes as well as in other interfaces.

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Step 11. Enable/disable explicit Stakeholder Approval for the new Record Type

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Step 12. Review Action Summary and click Create to create the new Record Type

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Step 13. Click Finish

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IMPORTANT steps after creating a new Record Type

Entering Data/Using in a Project:
Include new Record Type in a Project – When you create a new Record Type you must also include it in a Project before you can start entering the data. To learn more, click here.

Traceability:
Define Record Type Traceability Rules – If you want to be able to create “Trace Links” with other Record Types in the repository, you must specify the traceability rules before you can create the trace links. To learn more, click here.

Custom Fields and Workflow Life Cycle:
Record Type Fields and Form Layout – You can rename existing fields and create custom fields to hold specific data attributes for the new Record Type. You may also want to alter the default Form layout to place new fields, add or remove tabs, etc.
Record Type Status Life Cycle – You may also want to define the “status life cycle” or workflow for the Record Type.

These functions as well as several other advanced functions are available from the Administration area.

Revised: January 10th, 2017

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