- Explanation and Purpose of Custom Fields
- Security Level Requirements and Access
- Creating Custom Fields
This article is meant to provide you with details in generating Custom Fields within Activity Types and Report Types. If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at firstname.lastname@example.org.
Explanation and Purpose of Custom Fields
Custom Fields allow you to collect and track additional pieces of information specific to an Activity Type or Report Type. For example, when a Phone Call Activity is recorded – you may want to track the subject of that call.
Security Level Requirements and Access
You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace.
Creating Custom Fields
From an Activity Type or Report Type, click on the Custom tab to access the Custom Fields screen. You can create up to 10 custom fields for an Activity Type or Report Type. Configure the Custom Fields from top to bottom; one per row. Leave any unused custom fields as “Not-Specified”.
NOTE: When adding/changing/removing custom fields for an existing Activity or Report Type, your modification will affect ALL activities and reports associated with that Activity or Report Type. Existing custom field values/data could be affected (modified or deleted) by your changes.
If you are making significant changes to a custom field – it may be preferable to create a new Activity Type/Report Type versus modifying the existing one. For example if you already have and use a report type called “User Satisfaction Survey” which has 10 questions and answers in the custom field, modifying the questions and answers would affect all existing surveys. It may be preferable to mark the existing Report Type as inactive (preventing new ones from being created, and will retain old ones).
Image: “Custom Fields Access Screen”
- Label: This is what the name of the field will be (e.g. First Name. Gender, etc.)
- Type: The type of field that the information will display as (see the list of field types below)
- Default Value: Once a field type has been selected, enter any values to choose from as well as if there is a default value
- Req: Check the box "Yes" if you want to make it a required field
Custom Field Types
When adding a custom field, you can choose from multiple field types. The following are available field types: checkbox, combo, combo (add), date, numeric, radio, select, and text.
Select multiple options from a list of items.
Image: Checkbox field
Allows a user to use a drop-down menu to choose one option from a list of items.
Image: Combo field
Allows a user to use a drop-down menu to choose one option from a list of items or add a new item by clicking on the green + icon.
Image: Combo (Add) field
The date field requires a date to be entered in and will result in an error if text is entered in rather than a date. Dates can be selected using the automatic calendar selector.
Image: Date field
Only allows for a number to be entered into a field. Does not allow for special characters (such as commas, periods, dollar signs, etc.). Will result in an error message if text or characters are entered in rather than a number.
Image: Number field
Allows a user to use buttons to choose one option from a list of items.
Image: Radio field
Allows a user to use a drop-down menu to select multiple options from a list of items. If an items was accidentally included in the selection, click on the X next to the item name.
Image: Select field
Text allows for letters, special characters, and numbers.
Image: Text field
When you create and save you fields, they will display under the Activity or Report Information in a section called "Additional Information".
Image: Additional Information