Segmentation fields are flexible fields that the user can configure. It is meant to put an extra label, category, segmentation or any custom field to a portfolio, project, execution report or financials. In some cases, it adds value to also define a hierarchy on the values that the user enters in this flexible field. This will give tremendous flexibility in filtering lists and reports. When filtering lists and graphs in the application, the user can select both the lowest values as well as any higher value that has been defined in the hierarchy.
This work instruction includes the description of how to setup a flexible field that makes use of hierarchy values, and how to use this flexible field when filtering reports. We will demonstrate how to do the setup for the flexible project field “business responsible” for which three levels of hierarchy are added: senior manager / director / vice president.
1 Create the list of values
First, we need to create a list of values that includes all values that you will use.
STEP 1 –Go to the community page, select the tab “Segmentation” and click the button “Create LOV”.
A new screen opens where you can define a name for the list of values (LOV) and the different hierarchy levels. In this example we will create a hierarchy that will be linked to the flexible project field “business responsible”.
- Give a name to the LOV so that you can easily recognize it (later on, you will have to link this LOV to your flexible field).
- Give a name to the different hierarchy levels. Take into account that level 5 is the top level in the hierarchy.
- Click Save when done.
STEP 2 – You first need to upload all values that you will usewithout the hierarchy information. Use the LOV upload template to do so and follow the wizard (to be found in the Data Integration Menu).
In this example, we have listed all values that in a later stage will be enriched with hierarchy info. Please note that the Parent Flag indicates whether a value is the entry value in the flexible field (in that case the Parent Flag equals “No”) or the value is a parent value which will be used in one of the hierarchy levels (in that case the Parent Flag should be set to “Yes”).
STEP 3 – Now it is time to add the hierarchical relation between the different values. The values that you have uploaded with Parent Flag = No, can now be enriched with hierarchy information. Level 1 is the lowest level of hierarchy and level 5 top level in the hierarchy. Use the LOV Hierarchy upload template to do so and follow the wizard (to be found in the Data Integration Menu.)
In this example, we have eight unique values that users will be able to select when adding the business responsible on project level. Each of these values are enriched with three levels of hierarchy. Notice that you can only use values in this file that you have been uploading before and are already known in the system.
2 Link the list of values to the flexible field
Now that the list of values including the hierarchy has been setup, you need to link this LOV to the appropriate flexible field. In this example, we need to link the LOV called “business management” to the flexible field called “governance”.
STEP 1 –Go to the community page, select the tab “Segmentation” and select the appropriate flexible field. Click the edit pencil to the left of the flexible field name.
A new screen opens. Scroll down to find the line “Select List Type”. Make sure you tick the box “Predefined Community LOV”. Once you do, a new field pops up “List of Value”, where you can select the LOV that has been created. In this example it is called “Business Management”. Click Save when done.
Now, the list of values is linked to the flexible field.
3 Use the hierarchy information to filter lists and reports
To use the hierarchy information to filter any list or report, select the value in the drop down list of the field. Notice that for any level 1 to level 5 values, a prefix has been added to indicate the level.
Notice, that when we select the value “Christopher”, all projects with the business responsible of Joke, Nicole, Dorothy and Paul will be shown. If Boris is selected, then only the projects with the business responsible Kevin and Margareth will be shown.
You can also still filter on the original values, like Paul.