Auto-populate variable with value from sys_user

[kevinthury]

On Istanbul for 4 months.

I have created a Catalog Item with variables for entering the Department ID and Accounting Unit values.   I am being asked to auto-populate these two variables based on the person submitting the request.

I am able to do so with a Run Script activity on the associated workflow that dot-walks to the desired field.

current.variables.au = current.request.requested_for.department.id;

current.variables.company = current.request.requested_for.cost_center.code;

Our goal is to have the 'au' and 'company' variables visible on the Catalog Item view (Service Portal) and auto-populate.   The purpose being is for ordering items and there may come a time when an order is placed that will need to be charged to a different au/company than the person ordering.

Will a similar script work and where do I place this?   Any assistance is appreciated.

[kevinthury]

I'm not fully understanding your suggestion, so I did a bit of research.   My non-scripting brain is having trouble making sense of a difference between value and dislay.   Using my line of code an as example, can you guide me in the right direction?

var reqFor = getReferenceAdvancedPortal(g_form, "opened_by", "department.sys_id;cost_center.sys_id");
g_form.setValue("company", reqFor.cost_center_sys_id);
g_form.setValue("au", reqFor.department_sys_id);

setValue(fieldName, value, displayValue)

Sets the value and the display value of a field. Will display value if there is no displayValue. To improve performance by preventing a round trip, include a display value in addition to the value.

[Chuck Tomasi · Accepted solution]

Hi Kevin,

Reference fields contain two bits of information. A sys_id (which is the unique ID of the field you are referencing) and a display value - one of the fields from the referenced record to be human friendly. Because not too many humans know which user, client script, or ACL this is: 24b9bd5d9363220028517a75e57ffb1d

So to do that, there's a third argument that you cited "displayValue". Someone has defined a field on the company table and department table as the display value. You did a great job in retrieving the sys_id, the record to reference, but the system says "What am I supposed to show the users as a friendly display value?" so it runs back to the server to get that. You have the opportunity to get it with getReferenceAdvanced(). While I haven't used getReferenceAdvanced() enough to remember, based on your example, you could get it like this:

var reqFor = getReferenceAdvancedPortal(g_form, "opened_by", "department.sys_id;department.name;cost_center.sys_id;cost_center.name");
g_form.setValue("company", reqFor.cost_center_sys_id, reqFor.cost_center_name);
g_form.setValue("au", reqFor.department_sys_id, reqFor.department_name);

Visually, it will look the same, but improve performance by only doing a single server call.

Take a look at the Quick tip in Episode 39 of TechNow for more information on display values...

TechNow Episode List

[kevinthury]

Brilliant, Chuck!!!   Brilliant!   Thanks for the guidance and taking the time to explain the way you did.   The modifications work and this will be a good lesson I can carry with me going forward.

[Chuck Tomasi]

You are welcome. Glad you got it working (efficiently.)