catalog task variables only visible on the task ?

[emerkle]

Question: We have a catalog Item and multiple catalog task in a workflow. We are looking for how we can show variables on the catalog task and not the catalog item. We are looking to create a checklist for the person working the cat task but don't want it rolled up to what the self service user can see in the catalog item.
Wiki also does not explain these field is the variable forms so that doesn't help
(Visibility, Visible Elsewhere)

[RobertBarnes]

We have many similar scenarios on catalog items in our service catalog. In many cases the analyst who is processing the task may need to provide additional information in the task workflow that is not relevant to the user who is making the request. There are several strategies depending on the number of variables (questions) and the level of effort that would be needed. We typically use record producers in our service catalog so the following option is targeted at that scenario.

One of the easiest options is to include ALL variables on the catalog item then, use an onLoad client event to hide the ones that are not relevant to the user requestor. ALL of the variables should be visible on the resulting task when the analyst processes the task. Controlling visibility of specific variables on the resulting tasks is a little more problematic but in tour case it is a lot less relevant or important.

[emerkle]

Thanks Robert, you would think there would be a easier way to show variable on Cat task only. We have multiple tasks with different checklists so this sounds like allot of effort. it doesn't help that wiki has so little documentation on this area.

[bennyphipps]

Hi,

You can use (Since Calgary release apprently) Catalog UI Policies to put rules on variables in Catalog Item requested Items, and Catalog tasks...

I have the same requirements as you (I think).   i.e. a end users fills out a Request and answers questison on the variables.. this then goes to a team to do some checkeding perhaps and themselves set a variable specific to them that then controls where the workflow goes next for example.

I'm sure you could setup multiple UI Policies but it's be a bit of a pain to manage perhaps.

HOWEVER... it seems the easiest way to do this may be to use the read roles and write roles so that only people in fulfillment groups can see these variables perhaps?   This overrides any of the catalog UI policies making itmore simple and at variable / role level not variabel and cat item/req item/cat task level.

Apply the role to a group get the fullfilment group members to inherit that role from their group membership.

That might be the easiest way to do it.   - that's waht I'll do until I hear anything better

Ben

[randrews]

as far as hiding the variables in the item and showing on the catalog tasks... UI policy on the catalog item is the best and easiest way.. write one policy that applies only to catalog item view and set visible to false for all the variables that you want to hide.. since this ONLY applies to the catalog item view the variables will pop up on the items and tasks.

HOWEVER,   i would ask if variables are the best way to accomplish this.... if it is a list of steps to follow to complete a task wouldn't that be more appropriate to the instructions inside the catalog task?

it seems a little redundant to have a check-box that has to be checked and write rules etc.. when all you SHOULD need is the list of items for them to do in the catalog task description... either will work but if you do it with variables you are going to have to maintain those variables adding, removing, and modifying each time their process changes...

i would encourage a KB written and maintained by the fulfillment group, then in the task instructions fulfill request per KB#### .. you could even make that link to the kb itself... this way the fulfillment group is maintaining the instructions and not you.