Difference between revisions of "Custom Fields – General Information"
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| + | The following settings are common to almost all [[Custom Fields|Custom Field]] types: | ||
| + | [[Image:Cf1.png]] | ||
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| + | ===Field Name and Field ID=== | ||
| + | * The field name is mandatory. | ||
| + | * The name can be up to 255 characters long and should not include special characters that could be misinterpreted by the [[Browser|browser]]. | ||
| + | * The Field ID is automatically generated by the system as a number value and is displayed to the right. | ||
| + | |||
| + | [[Image:Cf6.png]] | ||
| + | |||
| + | <u>'''Referencing Field Names and Field IDs in other Custom Field Types'''</u> | ||
| + | |||
| + | You can reference fields by name or by ID in other fields. The following field types support this type of referencing: | ||
| + | |||
| + | * '''Display Only''' – External Entity Details. | ||
| + | * '''Display Only''' - Web Page View. | ||
| + | * '''Special''' – Calculated Value. | ||
| + | |||
| + | The syntax for these field types varies (some are processed on the server and other in a JavaScript in the client) and is explained for the individual field type. | ||
| + | |||
| + | <!--<u>'''Special Field Name Syntax'''</u> | ||
| + | |||
| + | There are two special characters that can be used to prefix the field name. These prefixes control the presentation on the field name in relation to the presentation of the data. | ||
| + | |||
| + | * The '''Tilde''' ~ is used to display the field name above the field. | ||
| + | |||
| + | [[Image:Cf7.png]] | ||
| + | |||
| + | * A '''Hyphen''' “-“ is used exclusively with the '''Title Bar – Multiple Columns''' field to suppress the title bar but display a multiple column layout. | ||
| + | * A '''@''' sign can be used with the built-in field Location in the [[Universal Tracking Application]] to connect the field to the [[User|user’s]] selected mapping service. | ||
| + | --> | ||
| + | <u>'''Field Type'''</u> | ||
| + | The field type is used to define the characteristics of the field. There are over '''50''' field types currently available. | ||
| + | ===Common Custom Field Settings=== | ||
Each custom field contains a button at the top linking it to the three following settings pages: | Each custom field contains a button at the top linking it to the three following settings pages: | ||
| − | * [[Field Data]] | + | |
| − | * [[Update History]] | + | * [[Field Data]] - displays all the values that have been saved to the field. |
| + | * [[Update History]] - displays all the updates to field settings. | ||
* [[Custom Field Language Settings|Language Setting]] | * [[Custom Field Language Settings|Language Setting]] | ||
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===[[display order|Display Order]]=== | ===[[display order|Display Order]]=== | ||
| − | |||
* This setting determines the order that the field will be displayed on the page. The first field that is added to an [[Entity|entity]] will use a display order of 10. | * This setting determines the order that the field will be displayed on the page. The first field that is added to an [[Entity|entity]] will use a display order of 10. | ||
* Additional fields that you add will automatically increase the display order by increments of 10. | * Additional fields that you add will automatically increase the display order by increments of 10. | ||
* If you wish to insert a field between two fields you can set the display order to a number that will position the field where required. | * If you wish to insert a field between two fields you can set the display order to a number that will position the field where required. | ||
| − | * You can change the display order by setting the display order to a different number. For example, if you set the display order on a field to 5000 then the next field added will automatically become 5010. | + | * You can change the display order by setting the display order to a different number. For example, if you set the display order on a field to 5000 then the next field added will automatically become 5010. |
===Display Order with Related Entities=== | ===Display Order with Related Entities=== | ||
| − | |||
If you add [[Custom Field|custom fields]] to the basic contact [[Entity|entity]] and then add fields to [[Role|roles]] associated with [[contact]]s, you will need to take care, as the fields will become mixed if they have the same number sequence. | If you add [[Custom Field|custom fields]] to the basic contact [[Entity|entity]] and then add fields to [[Role|roles]] associated with [[contact]]s, you will need to take care, as the fields will become mixed if they have the same number sequence. | ||
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{| border="1" | {| border="1" | ||
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|- | |- | ||
| − | |Contact | + | ||'''Entity''' |
| − | |Roles | + | ||'''Related Entity''' |
| + | |- | ||
| + | ||Contact | ||
| + | ||Roles | ||
|- | |- | ||
| − | |Companies | + | ||Companies |
| − | |Categories | + | ||Categories |
|- | |- | ||
| − | |UTA {{l1}} Entities | + | ||UTA {{l1}} Entities |
| − | |UTA Level 1 Template Entities | + | ||UTA Level 1 Template Entities |
|} | |} | ||
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===Tab Name=== | ===Tab Name=== | ||
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* If you add a text value to the tab Name, the field will be displayed on that tab. | * If you add a text value to the tab Name, the field will be displayed on that tab. | ||
* The tab name can be any text string. | * The tab name can be any text string. | ||
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====Fields with No Tab Set==== | ====Fields with No Tab Set==== | ||
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[[Image:Cf4.png]] | [[Image:Cf4.png]] | ||
====Same Fields with Tab set to Creation Details==== | ====Same Fields with Tab set to Creation Details==== | ||
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[[Image:Cf5.png]] | [[Image:Cf5.png]] | ||
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===Visibility Condition=== | ===Visibility Condition=== | ||
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Whether or not a [[Custom Field|custom field]] is visible can be controlled using conditional statements in this box. | Whether or not a [[Custom Field|custom field]] is visible can be controlled using conditional statements in this box. | ||
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===Role Field Permissions and Status Field Permissions=== | ===Role Field Permissions and Status Field Permissions=== | ||
| − | |||
Access to a [[Custom Field|custom field]] is controlled by permissions. | Access to a [[Custom Field|custom field]] is controlled by permissions. | ||
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Custom field data consists of two general types – '''text type''' fields and '''object type''' fields. | Custom field data consists of two general types – '''text type''' fields and '''object type''' fields. | ||
| − | * Text Types fields are stored in the database as text strings. | + | * Text Types fields are stored in the database as text strings. |
These fields are fully searchable to any related application. For example, [[Role|role]] level fields can be searched though the '''Search People''' feature or any application that provides access to contact data. | These fields are fully searchable to any related application. For example, [[Role|role]] level fields can be searched though the '''Search People''' feature or any application that provides access to contact data. | ||
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[[Image:Cf9.png]] | [[Image:Cf9.png]] | ||
| − | * '''Object Type''' fields are stored on the server in a resource folder on the server. | + | * '''Object Type''' fields are stored on the server in a resource folder on the server. |
These fields can consist of files of any type such as documents or images. Document type fields are searchable provided the '''File Index''' option is selected (this option is only available for these types of fields). | These fields can consist of files of any type such as documents or images. Document type fields are searchable provided the '''File Index''' option is selected (this option is only available for these types of fields). | ||
===Import and Export Custom Fields=== | ===Import and Export Custom Fields=== | ||
| − | + | You can use the custom field '''Import''' and '''Export''' features to move or copy custom fields from one [[Entity|entity]] to another (or even another instance of [[SmartSimple]]). The custom fields are exported and importing by using [[XML]] format. | |
| − | You can use the custom field '''Import''' and '''Export''' features to move or copy custom fields from one [[Entity|entity]] to another (or even another instance of [[ | ||
[[Image:Cf10.png|link=]] | [[Image:Cf10.png|link=]] | ||
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[[Image:ImportExportCustomFields.png|link=|500px]] | [[Image:ImportExportCustomFields.png|link=|500px]] | ||
| − | The XML block for the entire set of custom fields in the list will be displayed. Individual custom fields are delineated by the | + | The XML block for the entire set of custom fields in the list will be displayed. Individual custom fields are delineated by the tags. Simply copy the block of custom fields you want to copy (you can make edits, e.g. to the [[display order]] in a text editor), click on the ''Import'' button at the top of the list of custom fields where you want to place the new fields, paste the XML block into the blank text area and confirm that you want to import the fields by clicking ''Import'' at the bottom of the Import pop-up. |
The majority of field settings will be included in the copied fields. Exceptions include: | The majority of field settings will be included in the copied fields. Exceptions include: | ||
| + | |||
* any [[Field Permissions]] | * any [[Field Permissions]] | ||
* any [[Field Permission Matrix]] assigned to the original custom field | * any [[Field Permission Matrix]] assigned to the original custom field | ||
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This feature is intended to help determine the impact of a custom field change by highlighting where the custom field is referenced within the system | This feature is intended to help determine the impact of a custom field change by highlighting where the custom field is referenced within the system | ||
| − | Each Custom field has a '''Search Reference''' | + | Each Custom field has a '''Search Reference''' |
[[Image:SearchReference1.png|border]] | [[Image:SearchReference1.png|border]] | ||
| − | When used the feature will search references to this custom field via variable syntax in various areas, including: | + | When used the feature will search references to this custom field via variable syntax in various areas, including: |
| − | * Other custom field options/visibility condition, including [[JavaScript Validation]], [[Visibility Condition]], [[Custom Field Type: Special – Calculated Value|calculated values]], etc. | + | |
| + | * Other custom field options/visibility condition, including [[JavaScript Validation]], [[Visibility Condition]], [[Custom Field Type: Special – Calculated Value|calculated values]], etc. | ||
* [[Template / Type Formula|Template formulas]] | * [[Template / Type Formula|Template formulas]] | ||
* [[Submit buttons]] | * [[Submit buttons]] | ||
* [[Submit Logic]] | * [[Submit Logic]] | ||
| − | * [[SmartCheck Validation]] | + | * [[SmartCheck Validation]] |
* [[Workflow Task]] | * [[Workflow Task]] | ||
* [[Creating_a_Single_Step_Workflow#Connecting_Tasks|Workflow connectors]] | * [[Creating_a_Single_Step_Workflow#Connecting_Tasks|Workflow connectors]] | ||
| − | * Data class policy | + | * Data class policy |
[[Image:SearchReference2.png|border]] | [[Image:SearchReference2.png|border]] | ||
===Custom Field Types=== | ===Custom Field Types=== | ||
| − | |||
The full list of '''Custom Field Types''' can be found on the [[:Category:Custom Field Types|Custom Field Types]] page. | The full list of '''Custom Field Types''' can be found on the [[:Category:Custom Field Types|Custom Field Types]] page. | ||
Revision as of 10:11, 22 August 2018
Contents
The following settings are common to almost all Custom Field types:
Field Name and Field ID
- The field name is mandatory.
- The name can be up to 255 characters long and should not include special characters that could be misinterpreted by the browser.
- The Field ID is automatically generated by the system as a number value and is displayed to the right.
Referencing Field Names and Field IDs in other Custom Field Types
You can reference fields by name or by ID in other fields. The following field types support this type of referencing:
- Display Only – External Entity Details.
- Display Only - Web Page View.
- Special – Calculated Value.
The syntax for these field types varies (some are processed on the server and other in a JavaScript in the client) and is explained for the individual field type.
Field Type The field type is used to define the characteristics of the field. There are over 50 field types currently available.
Common Custom Field Settings
Each custom field contains a button at the top linking it to the three following settings pages:
- Field Data - displays all the values that have been saved to the field.
- Update History - displays all the updates to field settings.
- Language Setting
Display Order
- This setting determines the order that the field will be displayed on the page. The first field that is added to an entity will use a display order of 10.
- Additional fields that you add will automatically increase the display order by increments of 10.
- If you wish to insert a field between two fields you can set the display order to a number that will position the field where required.
- You can change the display order by setting the display order to a different number. For example, if you set the display order on a field to 5000 then the next field added will automatically become 5010.
Display Order with Related Entities
If you add custom fields to the basic contact entity and then add fields to roles associated with contacts, you will need to take care, as the fields will become mixed if they have the same number sequence.
The following table outlines where you need to be careful:
| Entity | Related Entity |
| Contact | Roles |
| Companies | Categories |
| UTA Level 1 Entities | UTA Level 1 Template Entities |
You should start the number sequence for these types of related fields at some higher level. For example, role 1 starts at 5000, role 2 starts at 8000.
Tab Name
- If you add a text value to the tab Name, the field will be displayed on that tab.
- The tab name can be any text string.
- Custom fields that are not associated with a tab will be displayed on a tab named Default.
Fields with No Tab Set
Same Fields with Tab set to Creation Details
Visibility Condition
Whether or not a custom field is visible can be controlled using conditional statements in this box.
See Visibility Condition for more information.
Role Field Permissions and Status Field Permissions
Access to a custom field is controlled by permissions.
See Role Field Permissions or Status Field Permissions for more information
How Field Data is Stored
Custom field data consists of two general types – text type fields and object type fields.
- Text Types fields are stored in the database as text strings.
These fields are fully searchable to any related application. For example, role level fields can be searched though the Search People feature or any application that provides access to contact data.
You can also search and replace these values in bulk by using the Field Data tab and specifying the old and new value required.
- Object Type fields are stored on the server in a resource folder on the server.
These fields can consist of files of any type such as documents or images. Document type fields are searchable provided the File Index option is selected (this option is only available for these types of fields).
Import and Export Custom Fields
You can use the custom field Import and Export features to move or copy custom fields from one entity to another (or even another instance of SmartSimple). The custom fields are exported and importing by using XML format.
To export a block of custom fields, simply click the Export button at the top of a list of custom fields. A window will pop up showing the custom field settings in XML format:
The XML block for the entire set of custom fields in the list will be displayed. Individual custom fields are delineated by the tags. Simply copy the block of custom fields you want to copy (you can make edits, e.g. to the display order in a text editor), click on the Import button at the top of the list of custom fields where you want to place the new fields, paste the XML block into the blank text area and confirm that you want to import the fields by clicking Import at the bottom of the Import pop-up.
The majority of field settings will be included in the copied fields. Exceptions include:
- any Field Permissions
- any Field Permission Matrix assigned to the original custom field
- any Value Stores To setting assigned on the original custom field
- the Description setting
However, Field Permissions and Field Permission Matrices can be assigned to the new fields using the Batch Update feature.
As the custom field ID is unique to each custom field in the system, the custom field IDs will not be copied. Any newly created custom fields using the Export/Import feature will be assigned new custom field IDs.
Also see Custom Field Import Wizard
Custom Field References
This feature is intended to help determine the impact of a custom field change by highlighting where the custom field is referenced within the system
Each Custom field has a Search Reference
When used the feature will search references to this custom field via variable syntax in various areas, including:
- Other custom field options/visibility condition, including JavaScript Validation, Visibility Condition, calculated values, etc.
- Template formulas
- Submit buttons
- Submit Logic
- SmartCheck Validation
- Workflow Task
- Workflow connectors
- Data class policy
Custom Field Types
The full list of Custom Field Types can be found on the Custom Field Types page.
