Use Browse for User User Defined Fields as Recipients in Work Item Workflow Notifications

You can configure Browse for User Data type User Defined Fields (UDFs) associated with Work Item Workflows to receive Notifications. This allows workflow-driven communication to automatically reach users assigned via UDFs, improving flexibility and alignment between project data and notifications.

Create the User-Defined Field

To get started, create a User-Defined Field (UDF) with the Edit Field type and the Browse for Item Data type. Set the Browse type to User.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Organization.
  3. From the menu click System.
  4. From the Organization System page, click the User Defined Fields link.
  5. On the User Defined Fields page, click New.
  6. In the Name field, enter a name for the UDF.
  7. In the Display Name field, enter the name you want shown in the UI.
  8. Click the Type list, and then select Edit Field.
  9. Click the Data Type list, and then select Browse for Item.
  10. Click the Browse type list, and then select User.
  11. In the Description field, enter a short explanation or guidance (optional)

  12. Click Save.

Associate the UDF to Work Item Workflows

After creating the User Defined Field, the next step is to associate it with the required Work Item Workflow so it can be used and displayed within the Entry page.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Work to expand the corresponding menu.
  3. From the Work menu items, click Work Item Workflows.
  4. From the Work Item Workflows list that displays, click the Name of the workflow you wish to access.
  5. Click the Setup button to access the Work Item Setup dialog box.
  6. Navigate to the tab where you want to associate the User-Defined Field.
  7. From the Available Fields list, drag the previously created Browse For User User Defined Field into the Layout area.

  8. In the Browser for User properties dialog box select the Can receive Workflow Notifications checkbox.
  9. Click Save to apply your changes.
  10. Click the Close button to exit the dialog box.

Define Recipients for State or Transition Notifications in a Work Item Workflow

When configuring a Work Item Workflow and defining Recipients for State or Transition Notifications, any associated Browse for User UDFs with the Can receive Workflow Notifications setting enabled will appear in the Notify list.

These UDFs are clearly labeled using the format UDF: [UDF Display Name] to distinguish them from standard User or Role-based recipients.

For example, if a UDF is named Notify User, it will appear in the list as “UDF: Notify User.”

View the Impact

When a Work Item Workflow Notification is triggered, the system sends the notification to all assigned recipients for that State/Transition. If a User-type User Defined Field (UDF) is configured to receive Workflow Notifications and is selected as a Recipient, the Notification is automatically sent to the User currently selected in the associated UDF on the Work Item Entry.

If the Can receive Workflow Notifications option is not enabled for a given UDF, it will not appear in the Notify list.

Note: To maintain consistency and data integrity, once a User-type UDF is being used as a Workflow Notification Recipient, the system will prevent it from being modified in ways that would break the association. Specifically, the Can receive Workflow Notifications checkbox cannot be unchecked, and the UDF cannot be disassociated from the Workflow while it is in use. If such an action is attempted, an error message will be displayed: Error! You cannot modify or delete this record. Please replace or remove the Notification Recipient associations before making any such modification.