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Are there any suggestions on how to manage the administration of database stored enumerations through the work item editor?

Brian Fleming (1.6k11928) | asked Sep 20 '12, 2:50 p.m.
edited Nov 21 '12, 7:10 a.m.
RTC 4.0 introduced the concept of enumerations which are stored in the database rather than in the process specification.  From the CLM 4 help:
"Note: When you define a new enumeration, you can store it in the process specification or the database. If you store the enumeration in the database, you can add new values to the enumeration directly from the work item editor, even if you do not have permissions to modify the process specification. You still require permissions to add new values."

Are there any suggestions on how to streamline this administration?

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Brian Fleming (1.6k11928) | answered Sep 20 '12, 2:52 p.m.
The first thought a user may have is to create a new work item where this enumeration is displayed, add the necessary new values and save the work item.  This approach will work, but does have some drawbacks:
  1. If a project area has several different enumerations used by different work item types a user would need to remember which work item type should be used to update each enumeration.
  2. An "Add" option will be visible to all users who need to create or edit this work item type, even those without permission to add new values to the enumeration.
  3. It could skew metrics by requiring extra work items to be created.

One suggestion that bypasses these issues is to create a dedicated work item type to manage adding values to all enumerations in the project area

  1. Create the new enumeration (using the database storeage option) and add an attribute and presentation to the work item types that need to consume the enumeration.  On the presentations, be sure NOT to check the "Allow to add new literals" option (Eclipse client) or set the "allowAnyValues" key to true (web client).
  2. Create a new work item type that will be used to manage adding enumeration values.  Add the same attribute created above to this work item.  
  3. Create a new Editor Presentation for the new work item.
  4. Add a presentation for the enumeration attribute to the new editor.  For this presentation, be sure to check the "Allow to add new literals" option (Eclipse client) or set the "allowAnyValues" key to true (web client).  The editor does not require any other presentations to be added.
  5. Optionally you may set permissions to limit who can create new enumeration values and to limit who can save the new work item type.
  6. As new enumerations are added to the project area, add a presentation for them to the new work item type created in step 2.
Geoffrey Clemm selected this answer as the correct answer

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