Understanding Custom Fields

AIO Tests allows users to create new custom fields for cases, sets, cycles and runs with ease. It enables them to personalize AIO Tests as per their requirements and track details at a more granular level. Custom Fields in AIO Tests are project-specific and are currently available for Cases, Sets, Cycles, and Runs.

Once created, data for custom fields can also be imported while importing cases, and cases with custom fields can also be exported. Users can also mark the custom fields as required fields. On the test management tool, users can edit the custom fields and delete them as per their organization’s needs.

Only Jira Admins, Project Admins and designated AIO Admins can add/edit/delete custom fields in the project.

In this documentation, you’ll understand:

Steps to Create a Custom Field

Step 1: To create a custom field, simply click on the Gear icon and select the Project Settings option from the drop-down menu.

Step 2: Click on the Custom Fields option in the sidebar menu.

Step 3: On the Custom Fields page, click on the plus icon (Create new custom field).

Step 4: Enter the name of the custom field into the Name field.

Users also have the option to enter the below information:
- Description: Description of the field to be created.
- Type: Type of the custom field. By default, Boolean is selected in the Type drop-down. Users can change the type of custom field using the drop-down arrow.
- Applies To: Select the entity for which the field is being created- Cases, Set, Cycles, and Runs.
- Required: Tick the checkbox if the field is mandatory for the selected entity.
- Allowed List Values: Define the values from which the users can choose. This field is only applicable for Single Select Lists and Multi Select Lists.
- Default Values: Enter values into their respective fields so that when the entity is created, the default value will be entered automatically. Users have the option to change it upon entity creation.
- Notify User: Users can choose if the person should be notified via Email about them being added to this field. This field is applicable only for the ‘Single user selector’ and ‘Multi-user selector’ options.

Users can create different types of custom fields in AIO Tests:
- Boolean: It allows users to define a Yes/No type of field.
- Date: It allows users to define a date field.
- Number: Allows users to define a number field.
- Single Line Text: Users can enter a single line of text in this field.
- Single Select List: Users can choose a single value from a list of options.
- Multi Select List: Users can choose multiple values from the provided list.
- Single User Selector: Users can pick one user from the list and also select if the user should be notified via email.
- Multi User Selector: Users can pick multiple users from the list and also select if the users should be notified via email.
- URL: Users can enter URLs that can point to confluence requirements, Google Drive documents, etc.
- Multi Line Text (RTF): Text can be entered on multiple lines using RTF for this type of field.
- Jira Field: Users can bring in their single-choice, multiple-choices, checkboxes and radio button Jira custom fields in AIO Tests along with Sprint information.
- Color Selector: Users can create a visual indicator using the color selector along with descriptions .

Users cannot create two custom fields with the same name.

Step 5: Finally, click on the Save button.

Steps to Create Custom Fields for Sprint and Jira Custom Fields

Step 1: To create a new custom field for Sprint and Jira custom fields, all you need to do is enter the name of the custom field into the Name field and select the Jira Field to map to from the Type drop-down list.

Step 2: Select the entities the custom field applies to from Applies to option- Cases, Set, Cycles, and Runs. The Jira Field drop-down will show available fields to map to the field in AIO. Select default values if required and mark them as mandatory based on need.z

In the case of the Jira custom field, applicable values to the current project are displayed. However, in the case of Sprint, sprints applicable to boards of the current project will be shown.

Step 3: Finally, click on the Save button.

Once you click on the Save button, the Jira-based custom fields will continue to work as other custom fields and should be available in filters, columns, export, import, copy of cases, etc.

Steps to Create Custom Fields for Runs

Step 1: To create custom fields for runs, simply enter the name of the custom field into the Name field and select the Single Select list from the Type drop-down list.

Custom fields at the run level enable the users to capture details while execution e.g. Browser, Environment, Build Numbers, etc.

Step 2: Tick the Runs checkbox entity from the Applies to option.

If the Run field is marked as mandatory, users will get the option to specify on which status the validation should be triggered- In Progress, Passed, Failed, and Blocked. Read the Accessing Run Custom Fields section to know how to access the custom fields.
The “Not Run” type of status cannot be used for triggering validations.

Step 3: Finally, click on the Save button.

Steps to Edit a Custom Field

Step 1: To edit a custom field, click on the Pencil icon for the custom field that you want to edit and edit the custom field as per your requirements. Finally, click on the Save button.

Users can change the name of the custom field, description, applicable entity, default values and allowed list values.
Users cannot edit the type of the custom field.

Steps to Delete a Custom Field

Step 1: To delete a custom field, click on the Delete button for the custom field that you want to delete.

A custom field can only be deleted if it doesn’t have any values in any of the entities to which it was associated.

Step 2: Once you click on the Delete button, the confirmation modal window will appear on the screen for further confirmation of your action. Click on the Delete option.

Accessing Case, Set, and Cycle Custom Fields

Once custom fields are created, they will be available as a separate section in each of the entities (Case, Set, and Cycle).

The image below shows how the newly added custom fields will appear on the ‘Create Case’ screen. It will similarly appear on the Create Set, Create Cycle and corresponding Edit screens.

Right panels

The Custom fields will also appear on the right panels of all entities- Case, Set and Cycle. The image below is shown for Cycle.

Accessing Run Custom Fields

The custom fields defined for Runs are only available on the Execution tab within the Cycle Details page. Users can edit the custom fields by clicking on the Pencil icon next to the Custom Fields heading.

If the fields have been marked as mandatory, validations will be triggered on the corresponding status change (as well as bulk status change).

The custom fields can be updated for multiple runs together using the ‘Bulk edit latest runs’ option from the Manage Cases ellipsis. Validations will be triggered based on the status selected and setup.

Custom Fields Available for Viewing and Sorting in Lists (Grids)

Most of the custom fields will be available to be added to the list view on all entities via the Column Selector.

Multi-line text (RTF) type of custom fields cannot be added to the grid views.

Once the field is added to the grid view, users can sort the custom fields by clicking on the header.

Sorting is not available on the following types of custom fields - Multi Select List, Single User Selector and Multi-User Selector.

Custom Fields Available for Filtering

Once the custom fields have been added, they are available in the list of filters. Users can filter on these fields even if they are not added to the grid view.

Filtering is not available for the following types of custom fields- Single Line Text, Multi-Line Text and URL.

Reserved Names

To avoid confusion with AIO Tests default fields, certain names have been reserved and thus users cannot create custom fields with the same name as the reserved names. The below table shows the list of the reserved names:

Custom Field names are not case-sensitive. For example, users cannot create a custom field named ‘folder’ or ‘Folder’.

assignee

assignee(s)

assignees

automation key

automation owner

automation status

automation-key

automation-owner

automation-status

automationkey

automationowner

automationstatus

component

created

data

description

end date

end-date

enddate

estimated effort

estimated effort(in mins)

estimated-effort

estimatedeffort

expected result

expected-result

expectedresult

folder

jira tasks

jira-tasks

jiratasks

key

objective

owner

pre conditions

pre-conditions

preconditions

priority

release

requirements

s.no.

start date

start-date

startdate

status

steps