Difference between revisions of "Adding Standard and Custom Fields to Level 1"

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In this article, you will choose from the built-in field lists for Level 1 and then add [[Custom Field|custom fields]] to complete the [[Level 1 Entity]].
 
In this article, you will choose from the built-in field lists for Level 1 and then add [[Custom Field|custom fields]] to complete the [[Level 1 Entity]].
  
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As standard fields can only be added through the '''Configuration''' page you need to access this page before you begin. There are a number of methods to access the '''Configuration''' page.
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As standard fields can only be added through the [[UTA Settings - Entity]] page you need to access this page before you begin. There are a number of methods to access the [[UTA Settings]] pages.
  
−
1. Click '''Configuration''', '''Tracking Applications'''.
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1. On the [[Configuration Menu]], click '''Tracking Applications'''.
  
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[[Image:Uta31.png]]
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[[Image:TrackingApplications.png|link=|450px]]
 
   
 
   
−
2. Click the '''Edit''' button for the '''Contract Tracking''' application.
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2. Click the '''Edit''' button for the relevant application.
  
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Alternatively, you can access the '''Configuration''' page from the [[Application|application]].
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Alternatively, you can access the [[UTA Settings - Entity]] page from the [[Application|application]].
  
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3. Click the '''Application name''' in the [[Application]] [[Menu|menu]].
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3. Click the '''Application name''' in the Application [[Menu|menu]].
  
 
4. Click the '''Settings''' tab.
 
4. Click the '''Settings''' tab.
  
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5. Click the '''Application Configuration''' link.
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5. Click the '''Entity''' tab.
  
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The Application Configuration page is displayed.
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The [[UTA Settings - Entity]] page is displayed.
  
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6. Click '''Contract Settings''', '''Standard Fields''' link.
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6. Click on the hyperlink for '''Standard Fields'''.
  
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[[Image:Uta32.png]]
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[[Image:StandardFieldLink.png|link=]]
 
   
 
   
 
The Standard field list is displayed.
 
The Standard field list is displayed.
  
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[[Image:Uta33.png]]
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{{StandardFieldEditPage}}
 
   
 
   
 
This page is used to determine which standard [[Level 1 Entity]] fields you wish to use in your [[Application|application]].
 
This page is used to determine which standard [[Level 1 Entity]] fields you wish to use in your [[Application|application]].
  
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==Level 1 Standard Field Features==
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==Selecting the Standard Fields for the Level 1 Entity==
  
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* '''Adding a field''' – Click the right arrow next to the field name and the field name will be copied to the label box.
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Next you will select and rename the standard fields that you will need to use for your [[Application|application]].
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* '''Removing a field''' – Click the left arrow next to the field name or select and delete the field name from the label box.
 
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* '''Mandatory''' check box will make the field mandatory before the record can be saved.  This validation can be bypassed when saving the item as a draft by using the Save Draft button.
 
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* '''Read Only''' check box restricts the field from being changed by the user.  The field can still be updated programmatically through the use of a template formula.
 
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* '''Track Changes''' check box tracks any changes made to the
 
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* '''Label''' text box is used to adding and renaming a field.
 
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* '''Instruction''' text box is used to provide mouse over help on a field.  Type the help in the instruction box to the right of the label box.
 
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* '''Validation Message''' text box is used to control the message that is displayed when the user enters an invalid entry and attempts to save the items.
 
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==Standard Level 1 Field List==
 
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The following standard fields are available at Level 1.  The captions of some of these fields such as companies, offices, branches, etc, are based on the global terminology defined through the [[Configuration Menu|Configuration]], [[Global Settings]] menu.
 
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* '''Accounts''' - Provides the ability to add multiple accounts to the Level 1 item.  This field is used when you need to associate multiple organisations with a single Level 1 item.  Each account will be associated with the Level 1 item through the company [[Role|role]].
 
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* '''Activity List''' - The list of Level 2 items associated with a Level 1 item. This list will be displayed at the bottom of the Level 1 item page.  This field is always required if your [[Application|application]] has Level 2 items.
 
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* '''Application Name''' - A name for the Level 1 item – if required.  If used, this name will be displayed in the title bar for that item.
 
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* '''Application Template Type''' - A combo box displaying all the Level 1 [[Template|templates]] that you define.  You will always use this field if you have more than one type of Level 1 item.
 
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* '''Branch''' - Links the Level 1 item to the internal company hierarchy using a combo box.  If you want to associate a Level 1 item with specific internal locations use this field.
 
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* '''Close Date''' - Milestone date.  You can use this for any date you need by setting the caption.
 
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* '''Contacts''' - The ability to add multiple contacts to the Level 1 item.  This field is used when you need to associate multiple organisations with a single Level 1 item. Each contact will be associated with the Level 1 item through the contact assignment [[Role|role]].
 
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* '''Currency''' - Used in conjunction with amount field to control currency conversion.
 
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* '''Customer''' - A company lookup field to link the Level 1 item to one specific company.
 
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* '''Description''' - Narrative description text box.
 
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* '''End Date''' - Milestone date – initially set to current date.
 
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* '''End Time''' - Milestone time – initially set to current time.
 
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* '''Folders''' - Provides the ability to link the Level 1 item to a [[Smart Folder]].
 
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* '''Modified Date''' - Date that the Level 1 item was last modified.
 
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* '''Owner''' - Initially a link to [[User|user]] that entered the Level 1 item.  If you have enabled the '''Application Configuration Setting - Allow External Owner''' this field will allow an [[External|external]] contact to be designated as the owner of the item.
 
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* '''Probability''' - This field is only required when building a custom sales tracking [[Application|application]] and you wish to track the probability of winning an opportunity (Level 1 item).
 
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* '''Requirement''' - Narrative description text box.
 
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* '''Revenue''' - Associates a monetary amount with the [[Level 1 Entity]].
 
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* '''Start Date''' - Milestone date – initially set to current date.
 
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* '''Start Time''' - Milestone time – initially set to current time.
 
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* '''Status''' - Status setting for the Level 1 item.
 
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* '''Workflow''' - Provides ability to attach a [[Workflow|workflow]] to the Level 1 item.
 
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==Selecting the Standard Fields for the Contract Entity==
 
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Next you will select and rename the standard fields that you will need to use for the Contract Tracking [[Applications|applications]].
 
  
 
1. Set the standard fields as follows:
 
1. Set the standard fields as follows:
  
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[[Image:Uta30.png]]
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{| border="1"
 +
|'''Standard Field'''
 +
|'''Add Caption'''
 +
|-
 +
|Application Name
 +
|''Not Required''
 +
|-
 +
|Application Template Type
 +
|Type
 +
|-
 +
|Branch
 +
|Branch
 +
|-
 +
|Close Date
 +
|''Not Required''
 +
|-
 +
|Contacts
 +
|Contract Contacts
 +
|-
 +
|Currency
 +
|Currency
 +
|-
 +
|Customer
 +
|Customer
 +
|-
 +
|Description
 +
|Description
 +
|-
 +
|End Date
 +
|To
 +
|-
 +
|End Time
 +
|''Not Required''
 +
|-
 +
|Folders
 +
|''Not Required''
 +
|-
 +
|Modified Date
 +
|Last Updated
 +
|-
 +
|Owner
 +
|Manager
 +
|-
 +
|Probability
 +
|''Not Required''
 +
|-
 +
|Requirement
 +
|''Not Required''
 +
|-
 +
|Revenue
 +
||''Not Required''
 +
|-
 +
|Status
 +
|Status
 +
|-
 +
|Start Date
 +
|From
 +
|-
 +
|Start Time
 +
|''Not Required''
 +
|-
 +
|Workflow
 +
|''Not Required''
 +
|}
  
 
All other fields will be added as [[Custom Field|custom fields]].
 
All other fields will be added as [[Custom Field|custom fields]].
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==Adding Custom Fields to the Level 1 Entity==
 
==Adding Custom Fields to the Level 1 Entity==
  
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[[SmartSimple]] supports over 40 [[Custom Field|custom field]] types, which can be added to any [[Entity|entity]] within the system.  For a full description of each field type see the [[SmartSimple]] Wiki.
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[[SmartSimple]] supports over 50 [[Custom Field|custom field]] types, which can be added to any [[Entity|entity]] within the system.  For a full description of each field type see the Wiki category [[:Category:Custom Field Types|Custom Field Types]].
  
 
1. Click the '''Settings''' tab.
 
1. Click the '''Settings''' tab.
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2. Click the [[Custom Field|Custom Fields]] link.
 
2. Click the [[Custom Field|Custom Fields]] link.
  
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[[Image:Uta36.png]]
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[[Image:CustomFieldLinkonUTALevel1.png|link=]]
 
   
 
   
 
The custom field window is displayed.
 
The custom field window is displayed.
  
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[[Image:Uta37.png]]
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[[Image:CustomFieldListHeader.png|link=]]
  
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==Custom Fields UTA Status Permissions==
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==Adding Custom fields to the Level 1 Entity==
  
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When you use [[Custom Field|custom fields]] in conjunction with the UTA an additional set of permissions are available. These permissions control the visibility and modifiability of the field at different statuses.
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1. Add the following fields:
  
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[[Image:Uta60.png]]
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{| border="1"
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|'''Order'''
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There are four options:
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|'''Field Name'''
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|'''Field Type'''
 +
|'''Options'''
 +
|-
 +
|10.
 +
|Contract Information
 +
|Title Bar - Multiple Columns
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|2
 +
|-
 +
|20.
 +
|Date Signed
 +
|Text Box - Single Line
 +
|Set validation to "Date"
 +
|-
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|30.
 +
|Signed by
 +
|Select One - Internal People
 +
|''n/a''
 +
|-
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|40.
 +
|Contract Duration
 +
|Select One - Combo Box
 +
|Select from List;Month to Month;90 Days;Annual;Two year;Three year
 +
|-
 +
|50.
 +
|Contract Scan
 +
|Link - Single File
 +
|''n/a''
 +
|}
  
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* '''Allow View Field''' - Defines the level 1 statuses at which the field can be viewed.
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Once complete, the field list will look as follows:
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* '''Allow Modify Field''' - Defines the level 1 statuses at which the field can be modified.
 
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* '''Deny View Field''' - Defines the level 1 statuses at which the field cannot be viewed.
 
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* '''Deny Modify Field''' - Defines the level 1 statuses at which the field cannot be modified.
 
  
 +
[[Image:Uta38.png]]
  
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* These permissions are used in conjunction with the standard [[Role|role]] based permissions.  So you must be in role to see a field AND the field needs to be visible at that status.
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Note that unique [[Custom Field ID]]s have been associated with your new custom fields.
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* If no UTA status permissions are set then the fields are only through the role permissions.
 
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* This feature is available for all [[Custom Field|custom fields]] at levels 1, 2 and 3 in the UTA.
 
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1. Click the '''Settings''' tab.
 
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2. Click the '''Custom Fields''' link.
 
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[[Image:Uta61.png]]
 
 
   
 
   
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The [[Custom Field|custom field]] window is displayed.
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These fields will be associated with all {{l1}} items that you create in this application.
−
 
−
[[Image:Uta62.png]]
 
  
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==Adding Custom fields to the Contract Entity==
 
  
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1. Add the following fields:
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{| cellpadding="5" style="background-color:#F0F0F0;border-style: solid; border-width: 2px"
 +
| [[Image:Previous.png|link=Terminology Settings]]  [[Terminology Settings]]
 +
|       
 +
| [[Standard Level 1 Field List]]  [[Image:Next.png|link=Standard Level 1 Field List]]
 +
|}
  
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[[Image:Uta29.png]]
 
  
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Once complete, the field list will look as follows:
 
−
 
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[[Image:Uta38.png]]
 
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These fields will be associated with all Level 1 items that you create in this application.
 
  
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[[Category:Universal Tracking Application]][[Category:Applications]]
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[[Category:Universal Tracking Application]]

Latest revision as of 10:14, 27 July 2016

Adding the Standard fields for Level 1

In this article, you will choose from the built-in field lists for Level 1 and then add custom fields to complete the Level 1 Entity.

As standard fields can only be added through the UTA Settings - Entity page you need to access this page before you begin. There are a number of methods to access the UTA Settings pages.

1. On the Configuration Menu, click Tracking Applications.

TrackingApplications.png

2. Click the Edit button for the relevant application.

Alternatively, you can access the UTA Settings - Entity page from the application.

3. Click the Application name in the Application menu.

4. Click the Settings tab.

5. Click the Entity tab.

The UTA Settings - Entity page is displayed.

6. Click on the hyperlink for Standard Fields.

StandardFieldLink.png

The Standard field list is displayed.

StandardFieldEditPageArcadia.png

This page is used to determine which standard Level 1 Entity fields you wish to use in your application.

Selecting the Standard Fields for the Level 1 Entity

Next you will select and rename the standard fields that you will need to use for your application.

1. Set the standard fields as follows:

Standard Field Add Caption
Application Name Not Required
Application Template Type Type
Branch Branch
Close Date Not Required
Contacts Contract Contacts
Currency Currency
Customer Customer
Description Description
End Date To
End Time Not Required
Folders Not Required
Modified Date Last Updated
Owner Manager
Probability Not Required
Requirement Not Required
Revenue Not Required
Status Status
Start Date From
Start Time Not Required
Workflow Not Required

All other fields will be added as custom fields.

2. Click the Save button.

The standard fields required for Level 1 are now complete.

Adding Custom Fields to the Level 1 Entity

SmartSimple supports over 50 custom field types, which can be added to any entity within the system. For a full description of each field type see the Wiki category Custom Field Types.

1. Click the Settings tab.

2. Click the Custom Fields link.

CustomFieldLinkonUTALevel1.png

The custom field window is displayed.

CustomFieldListHeader.png

Adding Custom fields to the Level 1 Entity

1. Add the following fields:

Order Field Name Field Type Options
10. Contract Information Title Bar - Multiple Columns 2
20. Date Signed Text Box - Single Line Set validation to "Date"
30. Signed by Select One - Internal People n/a
40. Contract Duration Select One - Combo Box Select from List;Month to Month;90 Days;Annual;Two year;Three year
50. Contract Scan Link - Single File n/a

Once complete, the field list will look as follows:

Uta38.png

Note that unique Custom Field IDs have been associated with your new custom fields.

These fields will be associated with all Level 1 items that you create in this application.


Previous.png  Terminology Settings        Standard Level 1 Field List  Next.png
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