Activity Formatter

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1 Overview

The activity formatter provides an easy way to track items not saved with a field in the record, such as journal fields like comments and work notes. It is enabled by default on the Task [task] table and other tables that extend the Task table, such as the [incident] table. It is also enabled on the Approvals [sysapproval_approver] table.

Users can filter the content that appears on the activity formatter and participate in the record feeds on the record. Administrators can create an activity formatter for any form and configure properties that control what users have the option of seeing in the formatter.

Note
Note: For the activity formatter to work on a table, the table must be audited.
Activity Formatter example

2 Using the Activity Formatter

For the activity formatter to appear on a form, verify that the table associated with the form is audited, and configure the form layout to add Activities (filtered).

2.1 Using the Activity Filter

The activity formatter header contains a filter that lets users select which of the available fields to show in the activity list. Administrators can configure which fields are available for the activity list. All fields on the activity list display in alphabetical order. The activity formatter filter is redesigned in UI15.

2.1.1 UI15

To use the activity filter:

  1. Open the filter by clicking the show/hide filter icon (Show hide activity filters UI15.png) in the Activity header.
    UI15 filter for the activity formatter

  2. Select the fields for which you want to display activity. Fields are added or removed dynamically as the selection is made.
  3. Click the show/hide filter icon again to close the filter.

2.1.2 UI14, UI11, and Classic

To use the activity filter:

  1. Open the filter by clicking the show/hide filter icon (Icon-expandfilters.png) in the Activity header.
    Filter for the activity formatter

  2. Select the fields for which you want to display activity. Fields are added or removed dynamically as the selection is made.
  3. Click the show/hide filter icon again to close the filter.
    A filter icon appears on the Activity header to indicate that a filter is in effect.
  4. Click the filter icon to toggle the filter on (display only the selected fields) or off (display all fields).
When the activity filter is on, the filter icon has a blue border. The activities list shows the history of only those fields selected in the filter and the Activity header indicates how many of the available fields are selected, such as (4 of 5).
Turning off the activity formatter filter

When the activity filter is off, the blue highlight is removed from the filter icon and the form shows all available fields. If all fields are checked, the filter icon is not displayed.

2.2 Enabling the Live Feed-Activity Toggle

The Live Feed-Activity toggle allows you to switch between the activity feed and the document feed for a record. Use live feed to interact with other users on this record by posting messages and adding attachments to the feed. Use the activity formatter to see an overall summary of activity for the record.

To make the toggle appear on a form, administrators can verify the following:

The Activity-Live Feed toggle showing both options

2.3 Customizing Activities

Administrators can customize which fields appear in the activities list.

  1. Right-click the Activity header and select Personalize Activities.
    Right click the Activity Formatter header

  2. Select the desired fields in the Available column and move them to the Selected column.
Selecting activities for the activity formatter filter

  1. Click Save to add them to the activities list and the filter.
Note
Note: The activities appear in alphabetical order, regardless of the order in the Selected column.

2.3.1 Activity Formatter Fields Property

Administrators can also modify the system property Incident activity formatter fields (glide.ui.incident_activity.fields). Access this property through System Properties > UI Properties. The system automatically synchronizes the values in the system property and the selections made through Personalize Activities.

3 Creating an Activity Formatter

Administrators can create an activity formatter for any audited table.

  1. Navigate to System UI > Formatters.
  2. Click New.
  3. Enter a name for the formatter, such as Activities (task).
  4. Select a Table.
  5. Enter activity.xml in the Formatter field.
  6. Leave the Type as Formatter.
  7. Click Submit.
  8. Open the form on which the new formatter should appear.
  9. Right-click the form header and select the appropriate option for your version:
    • Fuji or later: Configure > Form Layout
    • Eureka or earlier: Personalize > Form Layout
  10. Add the new formatter to the form.
  11. Right-click the Activity header in the form and choose Personalize Activity to select the fields of interest.
Note
Note: Although the system allows you to create more than one activity formatter for a table, the system does not allow you to add more than one activity formatter to a form.


4 Task Activity Security

In the activity formatter, users see activity for only those fields they have permission to read. For example, self-service users might see the activity formatter on their self-service view of the Incident form but they do not see work notes (unless security rules have been customized to allow this).

If the Sent/Received Emails field is included in the activities list, however, all users see all emails. No determination is made whether an end user, for example, should see an email containing work notes. To manage the display of emails by role, see UI Property for Email Access.

Note
Note: Email does not appear as an activity until it is sent. If email properties are not configured for outbound delivery, the message can be found by navigating to System Mailboxes > Outbox.


5 UI Property for Email Access

The system property glide.ui.activity.email_roles enables administrators to control which roles can see emails in the activity formatter.

To configure this property:

  1. Navigate to System Properties > UI Properties.
  2. Locate the following property:
    List of roles (comma separated) that can view emails in the Activity Formatter when "Sent/Received Emails" are included.
  3. Add roles to the property, separated by commas.
    These are the only roles that can see emails in the activity formatter. All other roles are blocked from seeing emails. If no roles are listed, all users can see emails.The itil role is on the list by default.
  4. Click Save.
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