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Understanding and using [[===Overview===Custom Fields|custom fields]] are vital in order to successfully creating an [[Instance|instance can be created at any time, and associated with any one of a list of [[SmartSimple]] objects: UTA records (at any level), contacts (Users), companies (Organizations), and roles. They can be accessed and controlled via links on the Global Settings page or on the Entity Settings Page within a UTA, and that is true to your organisation’s needs's also where they can be created.

[[====Locating and Viewing a Custom Field====To see a list of all custom fields, navigate to Global Settings > System tab > Custom Fields]] are additional fields that . From here, you add to can search for and modify any custom field; click on any of the [[Entity|entities]] that you have seen within the system such as:* [[Internal]] and [[External|external]] organisational [[Entity|entities]].* Organisation Categories. * [[Internal]] and [[External|external]] contacts.* [[User]] [[Role|Roles]].* [[Personal Transaction|Personal Transactions]] – set of custom records column headings to sort by that you can associate with contactscolumn.

You This page in Global Settings is also where you can also add [[Custom view all Deleted Fields--click on the Deleted Fields button in the top left-hand corner. From the Deleted Fields|custom fields]] list view, you can either '''Restore''' or '''Purge''' any field: select the checkbox next to applications such as [[Sales Tracking]]the desired field, then click either the '''Restore''' (clock) or '''Purge''' (garbage bin) button, Expense Tracking and Time Trackingwhen the confirmation window appears, select 'yes' or 'no'.

Some [[Applications|applications]] that you ====Creation and Setup====When creating a new custom field, consider its intended function: what kind of data will use in [[SmartSimple]] consist primarily of [[Custom Fields|custom fields]]it contain, such as the Web Forms [[Application|application]] and the [[Universal Tracking Application]]who will need to use it?These answers will directly affect field configuration.

Additional [[Custom Field|To create a new custom field]] types are added , navigate to the system on appropriate location (UTA, role, Organization settings or Contact settings) and then select the New Field button, which looks like a regular basisplus sign: '+'. Check the [[SmartSimple]] newsletter or [[SmartSimple]] wiki for new The New Custom Field screen will then appear.The below table shows where each associated custom field types.can be created:

<u>{| class="wikitable"|-||'''Entity'''||'''Custom Fields – General CharacteristicsLocation'''</u>* There are currently 40 field types to choose from.|-* Any number of [[Custom Fields|custom fields]] can be created for any object. There is a limitation that only 400 [[Custom Fields|custom fields]] can be displayed in a single pageUTA: L1,2 or 3* New [[||Navigate to the desired UTA > Configuration Settings > L1, 2, or 3 Object Tab > Custom Fields|custom fields]] can be added at any time without compromising any current information.-* You use [[||Role||roles]] to control who can see Menu Icon > Roles and update specific fields.* To avoid cluttering each page you can group [[Security > User Roles > Edit Role > Custom Fieldstab|custom fields]] together on to “tabs”, or display in a multiple-column layout under a heading field.* You can build reports using both standard and [[||Organization||Menu Icon > Global Settings > Organizations tab > Custom Fields|custom fields]].-* You can build search filters using both standard and [[||Contact/User||Menu Icon > Global Settings > Users tab > Custom Fields|custom fields]].}

In Only two values on this article, screen must be populated before you will explore the creation of some standard types of [[Custom Fields|custom fields]] – text box, combo box, heading and link type fields.can save your new field:

'''Field Type''': this choice will determine how the field will handle and display the data it will hold. For a complete list of all custom field types, see the table on the [[Custom Fields]] page.<br />'''Note''': to see all available field types when creating a new custom field, enable '''Advanced Options''' on the top right of the display.<br />'''Field Name''': This should be unique (to simplify locating and referencing it at a later date) and can only contain alphanumeric, underscore, or dash characters.Once these settings are populated, you can '''Save''' your new field, or add further specifications. Tip: To modify a custom field, you can use [[Configuration Mode]] from within a record. Enable it from the Options menu, then select the field. ==See Also==Please visit [[Custom Fields General Information]] to see the more common custom field settings. <!--=Creating Custom Fields – Step by Step=In this example you will add [[Custom Fields|custom fields]] to the employee [[Role|role]] information, however; the attributes of the [[Custom Fields|custom fields]] are the same, regardless of the object.  1. Click the '''[[Configuration Menu|Configuration]]''' Tab, then click on '''Roles & Permissions''' link.

[[Image:Creat1Creating_custom_fields_1.png]]

[[Image:Creat2Creating_custom_fields_2.png|1000px|link:]]  

[[Image:Creat3Creating_custom_fields_new_custom_field_4.png|800px|link:]] This window consists of the following settings:

* '''Tab Field Name''' – by adding a tab the name, for the [[Custom Field|custom field]] will be displayed on a tab of the same name at the top of the form. This technique reduces name will also function as the length of the page. You can use multiple tabs and each field will be displayed under caption unless the associated tabcaption is set.* '''SearchableDescription''' – indicates if - a general description for the custom field should be included in the search features.

[[Image:Creat5.png]] ==Display==* If you disable '''Allow Empty InputDisplay Order''' - determines the order in which the fields will be displayed on the page. The display order will start at the number 10 and increment by 10 for each [[Custom Field|custom field]]. The display order can be changed at any time without affecting any data.* '''TextTab Name''' type fields– by adding a tab name, the [[UserCustom Field|usercustom field]] will have be displayed on a tab of the same name at the top of the form. This technique reduces the length of the page. You can use multiple tabs and each field will be displayed under the associated tab.* '''Caption''' – an alternative caption to enter the field name. If a value into caption is set it will be displayed rather than the field name.* '''Caption Location''' – define how the caption will be displayed . Options include '''"Left of Field", "Above Field", "No Caption", and "Hide Caption"'''.* '''Instructions''' – define text boxthat will appear under or alongside the caption. Is displayed even if Hide Caption is chosen for '''Caption'''.* If you disable '''Allow Empty InputTool Tip''' for – define text that will as a tool-tip against the field name or caption.* '''On New Record''Select'- define how the custom field will be displayed on a new record. Options '' type fields'"Always Display", "Hide on New Record", "Only Show on New Record"'''.* '''SmartFields View''' - used to define those Custom Fields to be included and / or excluded in the [[UserSmartField View|SmartField]] list. Options are '''"Include", "Exclude", "Only display for SmartFields View"'''.* '''[[Control Page Breaks and Page Orientation With SmartField PDF Options|userSmartFields PDF Formatting]] will NOT ''' - used to define whether there should be able to save page breaks and changes in page orientation when the record without selecting a value other than the first valuefield is pulled into [[SmartField View|SmartField]] PDF document.

<u>'''Additional Field level ==Options'''</u>==* The '''Searchable Check BoxOptions''' - the '''Searchable''' check box is used to make field displayed below the field searchable.* '''Track Changes''' – this setting is used to indicate that all changes to type will change depending on the value in field should be tracked. This tracking includes the original and replacement value, the [[Username|username]] and the date/time that the change was madetype selected.

The services options provide links between a field’s contents and [[ExternalImage:Creating_custom_fields_options_5.png|externallink:]] web services.<br />''Options for text and select type fields''

* The '''ValidationMandatory''' check box is displayed for text and select type fields, and controls if data is mandatory in that field.** If you enable '''Mandatory''' for '''Text''' type fields displayed below , the [[User|user]] will have to enter a value into the field text box.** If you enable '''Mandatory''' for '''Select''' type fields, the [[User|user]] will NOT be able to save the record without selecting a value other than the first value.* '''Appear Mandatory''': Makes the field appear as through it required even though "Allow Empty" is selected.* '''Searchable''' - the '''Searchable''' check box is used to make the field value appear in the system search.* '''Track Changes''' – this setting is used to indicate that all changes to the value in field should be tracked. This tracking includes the original and replacement value, the [[Username|username]] and the date/time that the change depending on was made.* '''Enable [[KML]]''' - allows KML data (for mapping applications) to be used.* '''Disable Quick Edit''' - checking this box will disable the '''"Quick Edit"''' feature.* '''Disable Field from Global Search''' - this option is used to make the field value appear in '''[[Global Search|Global Searches]]'''.* '''Enable Map Service''' - displays the map icon next to the field type name. This icon will launch the [[User|user’s]] selectedmap service and display a map of the content of the field – provided a valid address is stored in the field.* '''[[Enable Translation Service]]''' - allows for language translation of data entered into text fields, achieved by integration with Google Translate.* '''Read Only''' - uncheck this box to allow users to edit this field.

In order to see the changes a [[Image:Creat8.pngUser|user]] You can control the validation of any text type needs to be in a [[Custom FieldRole|custom fieldrole]].* associated with the '''Basic validationManager Permission''' consists of date, numeric, and alphabetic validation. If you select date validation, a calendar icon will be displayed to the right of the field name automatically.* – '''View Custom validation''' allows you to set input masks for the field. For example '''>100 or @value@>100''' would restrict the value entered to greater than 100. To validate 9 digits SIN number, '''isMatch(@value@, 'NNNNNNNNN', false)Field Changes'''. See the When in this [[SmartSimple]] wiki for additional examples.* Message will display a field specific message if the validation criteria are not met.* For more advanced page level validations you can use the [[Custom Field Type (103): Special – Browser ScriptRole|Custom Field – Special Browser Scriptrole]] an icon is displayed next to add a specific script to any pagethe field caption.

<u>==Validation Settings==The '''Value Stores ToValidation'''</u>fields displayed below the field type will change depending on the field type selected.

[[Image:Creat9Creating_custom_fields_validation.png]] * This setting will take the value for the current field and store it into another field associated with the same [[Entity|entity]].* For example, you may need two fields, one captioned in English and another captioned in French, but need to store the value into a single field.

The formatting settings control * '''Validation Options''' - check-mark enables [[Server-Side Validation]] allowing for consolidated validation error messages to be displayed.* '''Validation Type''' - options include '''"date", "numeric", and "alphabetic"''' validation. If you select date validation, a calendar icon will be displayed to the presentation right of text type fieldsthe field name automatically.* '''Javascript Validation''' - allows you to set input masks for the field. For example '''>100 or @value@>100''' would restrict the value entered to greater than 100. To validate 9 digits SIN number, '''isMatch(@value@, 'NNNNNNNNN', false)'''. See the [[SmartSimple]] wiki for additional examples.* '''Validation Error Message''' - will display a field specific message if the validation criteria are not met.** For more advanced page level validations you can use the [[Custom Field Type: Special – Browser Script|Custom Field – Special Browser Script]] to add a specific script to any page.* '''Maximum Count Message''' - sets the maximum character count for the field. Options include check boxes to '''Show Counter''' which will display the character count and '''Count Words''' which will change from counting characters to counting words.* '''Maximum Count Message''' - will display a field specific message if the Maximum Count Message criteria is not met.

==Values Storage==[[Image:Creat10Creating_custom_fields_value_storage.png]] * '''Height''' – controls the number of lines for a text box. This size is based on the default text size in the client [[Browser|browserlink:]].* '''Width''' – controls the width of the next box.* '''Number Format''' – controls the format of the data when the field is displayed in '''View''' mode. You can use standard setting such as Integer, Decimal, Currency, Percent or custom formats such as $#,###.00.* '''Style''' – controls the bold, underline, italic and highlight attribute when the field is displayed in view mode.* '''Tool Tip''' – provides mouse over help to the [[User|user]] in the use of the field.

Access to a [[* '''From Custom Field(s)''': Displays the name of the source field that its pulling data from this field. Will be read-only* '''To Custom Field|custom ''': This setting will take the value for the current field and store it into another field]] is controlled by associated with the same [[RoleEntity|roleentity]] based permissions. For example, you may need two fields, one captioned in English and another captioned in French, but need to store the value into a single field.

[[ImageNote:Creat11.png]] * '''Allow View Field''' – If you associate this setting with [[Role|roles]], then the field will only be displayed to people with these [[Role|roles]]. If you leave this field blank, then everyone will be able to Please see the field.* '''Allow Modify Field''' – If you associate this setting with [[Role|roles]], then the field will only be modifiable by people with these [[Role|roles]]. If you leave this field blank, then everyone will be able to modify the value on the field.* 'article ''Deny View Field''' – If you associate this setting with [[Role|rolesValue Stores To]], then the field will not be displayed to people with these [[Role|roles]]. If you leave this field blank, then everyone will be able to see the field.* '''Deny Modify Field''' – If you associate this setting with [[Role|roles]], then the field will not be modifiable by people with these [[Role|roles]]. If you leave this field blank, then everyone will be able to modify the value on the fieldfor additional details.

==General Tips when Creating Custom FieldsFormatting Settings==The formatting settings control the presentation of text type fields.

* '''Save and Save & New''' – When you create a [[Custom FieldImage:Creating_custom_fields_formatting.png|custom fieldlink:]] and wish to start a new field right away without returning to the field list use the '''Save and New''' button. If you wish to save a field that you are not finished working on but wish to save then click the '''Save''' button.

[[Image* '''Caption Style''' – controls the bold, underline, italic and highlight attribute when the field is displayed in view mode.*: '''Note:''' For Caption Style, put @value@ inside html style tags like <u>@value@</u>* '''Width''' – controls the width of the next box.* '''Number Format''' – controls the format of the data when the field is displayed in '''View''' mode. You can use standard setting such as Integer, Decimal, Currency, Percent or custom formats such as $#,###.00.* '''Number Precision''' - control how many decimal places are displayed for numbers.* '''Tool Tip''' – define text that will as a tool-tip against the field name or caption.* '''Align''' - control the justification of the text within the field.* '''Custom HTML Tag''' - Use this field for additional attributes to the field HTML tag. For Example:Creat12style="background-color=00ff00" or onfocus="this.png]]value='Populate this text in field when selected'"

* '''Moving quickly through a set of custom fields''' – if you need ==Permissions & Availability==Access to move though a list of fields quickly use the '''navigate''' buttons displayed on the top right of the [[Custom Field|custom field]] pageis controlled by [[Role|role]] based permissions.

[[Image:Creat13.png]] * '''Reordering the field List''' – if you add fields in between other fields the order can get confusing. You can reorder the [[Custom Field|custom field]] list by using the '''Re-order Fields''' tab at To access the top of the field list. [[Image:Creat14.png]] * '''Associating custom fields with multiple roles''' – if you add fields to multiple roles and associated a [[User|user]] with those rules the fields will be mixed when displayed as the order will be similar (field order 10 from role one will appear next to field order 10 from role two etc). You can avoid this by reordering the fields in each [[Role|role]] with different starting number. For [[Role|role]] one start at 1000 and for [[Role|role]] two start at 2000.* '''Associating custom fields with the wrong entity''' – if you associate fields with the wrong [[Role|role]] by accident use the '''Export''' and '''ImportStatus''' feature to move the fields to access settings click on the correct [[Entity|entity]]. This will only work before you start adding information! [[Image:Creat15.png]] * '''If you have setup a Combo box or select one field has the wrong value and data has been enteredPermissions & Availability''' – use '''Field Data''' feature to review and change the value. Also make sure you have added the correct value tab next to the field options! [[Image:Creat16General Settings.png]] ==Creating Custom Fields==

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