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Custom Fields – General Information

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When you click into a '''Custom Fields''' hyperlink from the '''Global Settings''' area, you will be brought to a [[List View Overview|list display]] of all available custom fields relating to that part of the system. In order to modify a Custom Field, you can simply select the '''pencil icon''' to the left side of the custom field name, as shown below:

:: [[File:Edit custom field.png|950px|border]]

:

:* Using the '''Search''' function on the top right, you can search through all '''Object Entities''' or through the fields of specific {{UTA}}s. Simply select or deselect to control your results.

:* '''Tip: '''A Search-based strategy for troubleshooting is to clear your past search, select '''All Object Entities '''within the search bar, then click on the '''Last Modified '''field in the list view so that it is in descending [[Sort By|Sort Order]] and you can see the date that a custom field was changed, added, etc.

:* You can also access all deleted fields by clicking into the second tab. There is no time limit within the system that removes deleted records; therefore, you can simply select and restore or purge these previously deleted fields.

:* There should be no reason to purge as Custom Fields do not take up much space within the system.

:* When you restore fields, there is no loss of data.

=Configuration - Essentials=

<pre> This page will serve as the main repository for setup information that is shared between most field types. To find setup options that are specific to a certain field type, look into the Wiki page for that field type itself. </pre>

==Common Custom Field Functions==

On the top left of the Custom Field record will be a row of buttons, each with different functions relating to the field.

::: [[File:Custom field menu buttons.png|200px|border]]

The following table describes the functionality of each button from left to right:

<!--

~~{{ FieldOptionsINFO }}~~<~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" FieldOptionsINFO" data-bs-type="template" data-bs-id="3"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" FieldOptionsINFO" data-bs-type="template" data-bs-id="3"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" FieldOptionsINFO" data-bs-type="template" data-bs-id="3"></span~~>{{ FieldOptionsINFO }}~~>~~>~~>~~>~~>~~>~~{{ DisplayINFO }}~~<~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"></spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"></spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL1@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="1"></spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"></spanclass="mceNonEditable template" id="bs_template:@@@TPL3@@@" data-bs-name=" DisplayINFO" data-bs-type="template" data-bs-id="3"></span~~>{{ DisplayINFO }}~~{{ ValidationINFO }}<~~</span~~>~~{{ FeatureOptionsINFO }}</~~<spanclass="mceNonEditable template" id="bs_template:@@@TPL5@@@" data-bs-name=" ValidationINFO" data-bs-type="template" data-bs-id="5"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL5@@@" data-bs-name=" ValidationINFO" data-bs-type="template" data-bs-id="5"><~~/span></~~spanclass="mceNonEditable template" id="bs_template:@@@TPL5@@@" data-bs-name=" ValidationINFO" data-bs-type="template" data-bs-id="5"></span~~>{{ ValidationINFO }}~~{{ ValueStorage }~~{{ FeatureOptionsINFO }}{{ ValueStorage }}

-->

The following settings are common to nearly all [[Custom Fields|Custom Field]] types:

<!--

[[Image:Cf1.png]]-->

<!--===Field Name and Field ID===

* The field name is mandatory and can be up to ~~255~~ 50 characters in length.

* The name 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 when viewing the list of custom fields.

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.-->

==Permissions & Availability==

The second tab available when opening a '''Custom Field '''is usually the '''Permissions & Availability '''section. Although the sectioning of permissions and availability will differ depending on what type of Custom Field it is, as well as to what part of the system it is attached to, the '''Permissions & Availability '''options might look something like this:

::: [[File:Custom fields permissions and availability.png|500px|border]]

Access to a [[Custom Field|custom field]] is controlled by permissions. These can be found and set in any custom field, on the Permissions and Availability tab. You can set only certain roles to be able to see/edit a field, or you can do the same thing with statuses. An example would be denying the '''Applicant''' role permission to see the '''Decision '''custom field (as this would reveal pre-emptively whether or not their application has been approved or denied).

||Categories

|-

||UTA {{ l1 }} Entities

||UTA Level 1 Template Entities

|}

The '''Visibility Options '''section when opening a Custom Field is available under the '''Permissions and Availability '''tab once the '''Advanced Options '''feature has been enabled.

::: [[File:Custom fields visibility.png|500px|border]]

In order to enable '''Advanced Options, '''you must toggle on the feature from the top right of your page.

::: [[File:Advanced options.png|150px|border]]

Whether or not a [[Custom Field|custom field]] is visible can be controlled using conditional statements in this box. You are able to set this visibility condition for new records based on the following options: '''Always Display, Hide on New Record, '''or '''Only Show on New Record.'''

The last tab available when opening a Custom Field record is usually the '''Classic Options '''section.

::: [[File:Custom fields classic options.png|750px|border]]

{| class="wikitable"

|-

If you add a text value to the '''Tab Name, '''this 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 that is labelled '''Default.''':* The '''Tab Name '''option only appears once the '''Advanced Options '''are enabled on the '''Classic Options '''tab.

|-

|}

~~===Common Custom Field Settings===~~

~~Each custom field contains buttons at the top that link to the following functions:~~

* [[Field Data]] - displays all the values that have been saved to the field.

* [[Update History]] - displays all the updates to field settings.

* Search Reference - displays all locations where the custom field is referenced in the system. (see '''Custom Field References''', farther down this page.)

~~<!--~~

~~[[Image:Cf8.png]] -->~~

~~<!--~~

~~'''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|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.~~

~~[[Image:Cf9.png]]~~

* '''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). -->

===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.

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.:* [[Template / Type Formula|Template formulas]]:* [[Submit buttons]]:* [[Submit Logic]]:* [[SmartCheck Validation]]:* [[Workflow Task]]:* [[Creating_a_Single_Step_Workflow#Connecting_Tasks|Workflow connectors]]:* Data class policy

[[Image:SearchReference2.png|border]]

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 Matrix|Field Permission Matrices]] can be assigned to the new fields using the [[Batch Update]] feature.

==See Also==

:* [[Batch Update Custom Field Settings]]:* [[Reporting on Custom Fields]]

[[Category:Custom Fields]]