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Custom Fields – General Information

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~~==Custom Fields – Standard Properties==~~{{Banner-UnderConstruction}}

~~The following settings are common to all custom field types.~~

~~[[Image:Cf1.png]]~~

=Overview==A '''Custom Field '''is the basic unit of data storage, created on an as-needed basis for your system, and is associated with a [[SmartSimple]] [[entity]] such as a [[User|contact]], [[Organization|organization]], [[User Role|role]], or activity. These fields can be accessed and controlled from either the [[Global Settings]] area of your system, or on the Entity-based '''~~Display Order~~Settings '''~~===~~page within a {{UTA}}.

* This setting determines the order that the field will be displayed New custom fields are added on ~~the page. The first~~ a regular basis - we currently have over 50 field types that ~~is added~~ can be used to an capture and store data. For a full list of Custom Fields, see [[~~Entity~~:Category:Custom Fields#Types of Custom Fields|~~entity~~Types of Custom Fields]] ~~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~~ also check the ~~display order by setting the display order to a different number. For example, if you set~~ [[Upgrades]] section of our Wiki for continuous notice of the ~~display order on a~~ latest field ~~to 5000 then the next field added will automatically become 5010~~types.

~~===~~'''~~Display Order with Related Entities~~Custom Fields '''~~===~~are used in addition to [[Standard Fields]], which are automatically built into your system (for example, '''Name '''or '''Address '''are typical Standard Fields). While '''Custom Fields '''can be added, removed, and customized, as a general rule Standard Fields cannot be changed, although they might be renamed or modified.

~~If you add [[Custom Field|custom~~ All fields~~]] to the basic contact [[Entity|entity]] and then add fields to [[Role|roles]] associated with contacts~~display data in configurable ways: for example, ~~you will need~~ they can be grouped into tabs or displayed in multiple columns to ~~take care, as the fields will become mixed if they have~~ avoid cluttering the ~~same number sequence~~page.

* The ~~following table outlines where you need to~~ maximum number of custom fields that can be ~~careful:~~displayed on a single page is 400 total.

~~[[Image:Cf3~~==Accessing Custom Fields==1. Click the 9-square menu icon on the top right of your page.~~png]]~~

~~You should start~~ :: {{Icon-Menu}} 2. Under the ~~number sequence for these types of related fields at some higher level. For example~~heading '''Configuration, ~~role 1 starts at 5000, role 2 starts at 8000~~ '''select '''Global Settings.'''

~~===~~The hyperlink to '''~~Tab Order~~Custom Fields '''~~===~~will be available under ''each ''tab. Clicking the '''Custom Fields '''link under a specific tab will bring you to the custom fields that are associated with the purpose of that tab - for example, if you click on the '''Custom Fields '''under the '''User '''tab, this will bring you to a list of all custom fields specifically associated with [[User|users]], both [[Internal|internal]] and [[External|external]].

* By adding {| class="wikitable"|-||'''System - Custom Fields'''||A list of all custom fields from ''all ''object types in the system.|-||'''Organizations - Custom Fields'''||Create and manage custom fields for '''Branch '''([[Internal]] organization on the [[Organization hierarchy|organization hierarchy]]) and '''Organization '''([[External]])|-||'''Users - Custom Fields'''||Create and manage custom fields for [[User|users]], both [[Internal]] '''Staff '''and [[External]] '''Contacts'''|-||'''Associations - Custom Fields'''||Create and manage custom fields for [[Association Settings|associations]], which can be between companies and users or company-to-company |-||'''Transactions - Custom Fields'''||Create and manage custom fields for [[:Category:Transactions|Transactions]] and [[Transaction Attribution|transactions attributions]]|}:: [[File:All custom fields.png|thumb|none|600px|border|All custom fields for system objects]]:: [[File:Organization custom fields.png|thumb|none|500px|border|Custom fields for Organizations under the Organizations tab]]When you click into a ~~text value~~ '''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 ~~tab~~ 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 ~~will be displayed~~ .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 ~~tab~~it is in descending [[Sort By|Sort Order]] and you can see the date that a custom field was changed, added, etc. :* ~~The~~ You can also access all deleted fields by clicking into the second tab ~~name~~ . 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 ~~any text string required~~no reason to purge as Custom Fields do not take up much space within the system.:* ~~Custom~~ When you restore fields ~~that are not associated with a tab will be displayed on a tab named Default~~, 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>=~~'''Fields with No Tab Set'''~~=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.

::: [[~~Image~~File:~~Cf4~~Custom field menu buttons.png|200px|border]] The following table describes the functionality of each button from left to right:

~~~~{| class="wikitable"|-||'''~~Same~~ Custom Fields ~~with Tab set~~ [[List View Overview|list]]'''||Clicking this '''list chart '''icon will bring you to ~~Creation Details~~the list of all custom fields available in this part of the system. For example, if you are on a Custom Field that is found under the '''Organizations '''tab of '''Global Settings, '''you will be brought to a comprehensive list of all custom fields relating to '''Organizations. '''|-||'''New Custom Field '''~~~~

~~[[Image:Cf5.png]]~~('''+ icon''')

~~~~||Clicking this '''plus icon '''will allow you to create a '''New Custom Field ~~Name and~~ ''' in this part of the system. To understand how to create a new custom field by appropriately filling out the different settings, keep on reading the sections in this page below. |-||'''[[Field IDData]] '''~~~~

* 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. ('''stack of coins icon) '''

~~[[Image:Cf6~~||Clicking this will open up a page that displays all the values that have been saved to the field.~~png]]~~

~~~~Custom Field Data consists of two general types: '''text type '''fields (saved as a text string) and '''object type''' fields (consisting of any files such as documents or images).'''~~Referencing Fields Names and Field ID in other Custom Fields Types~~ '''~~~~

~~You can reference fields by name or by ID in other fields. The following field types support this type of referencing:~~|-||'''[[Update History]] '''

* ('''~~Display Only~~reload icon''' ~~– External Entity Details.~~* '''Display Only''' - Web Page View.* '''Special''' – Calculated Value. )

~~The syntax for these~~ ||Clicking this will open up a page with a [[List View Overview|list]] of all of the updates to field ~~types varies (some are processed~~ settings that have been made on ~~the server and other in a JavaScript in the client) and is explained for the individual~~ this field ~~type~~.

~~~~|-||'''~~Special Field Name Syntax~~Search Reference'''~~~~

~~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.~~('''magnifying glass icon''')

* The '''Tilde''' ~ is used to ||Clicking this will display all of the locations where the custom field ~~name above~~ is referenced in the ~~field~~system. For more information, see [[Custom Fields – General Information#Custom Field References]].

Fields are fully searchable for any related application. For example, [[~~Image:Cf7.png~~User Role|role]]-level fields can be searched through 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 '''button and specifying the old and new value required.

* A '''Hyphen''' “|}The following settings are common to ~~suppress the title bar but display a multiple column layout~~nearly all [[Custom Fields|Custom Field]] types::* [[#General Settings|General Settings]]:* [[#Display & Formatting|Display & Formatting]]:* [[#Validation|Validation]]:* [[#Feature Options|Feature Options]]:* [[#Value Storage|Value Storage]]{{FieldOptionsINFO}}{{DisplayINFO}}{{ValidationINFO}}{{FeatureOptionsINFO}}{{ValueStorageINFO}}<!--'''Referencing Field Names and Field IDs in other Custom Field Types'''

~~'''Field Type'''~~You can reference fields by name or by ID in other fields. The following field types support this type of referencing:

~~The field type is used to define the characteristics of the field~~* '''Display Only''' – External Entity Details.* '''Display Only''' - Web Page View. ~~There are~~ * '''40Special''' ~~field types currently available~~– Calculated Value.

~~==='''Role Permissions'''===~~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.-->

~~Access to a [[~~==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~~|custom field]]~~ it is, as well as to what part of the system it is ~~controlled by permissions.~~attached to, the '''Permissions & Availability '''options might look something like this:

::: [[~~Image~~File:~~Cf8~~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).

* '''Allow View Field''' –If you associate this setting with [[Role{|~~roles]], then the field will only be displayed to people with these [[Role~~class="wikitable"|~~roles]]. If you leave this field blank, then everyone will be able to see the field.~~-* ||'''~~Allow Modify~~ Role - FieldPermissions''' ~~–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.~~* '''~~Deny~~ Allow View Field: ''' ~~–If you associate~~ Click into this ~~setting with [[Role|roles]], then the field will not be displayed~~ text box to ~~people with these [[Role|~~select which roles~~]]. If you leave this field blank, then everyone~~ will ~~be able to see~~ have the ~~field.~~* ''permission to '~~Deny Modify Field~~'view '' ~~–If you associate~~ this ~~setting with [[Role|roles]], then the~~ field ~~will not be modifiable by people with these [[Role|roles]]~~. ~~If you leave~~ When they open up a record in the system that has this field ~~blank~~, ~~then everyone~~ they will be able to ~~modify the value on~~ see the fieldand any content already inputted into it.

~~~~'''~~How~~ Allow Modify Field ~~Data is Stored~~: '''Click into this text box to select which roles will have the permission to ''modify ''~~~~this field. When they open up a record in the system that has this field, they will be able to see the field as well as modify any content that is inputted into it, or put content if there is nothing inputted already.

~~Custom field data consists of two general types –~~ '''~~text type~~Deny View Field: ''' ~~fields and~~ Click into this text box to select which roles will be ''denied '~~object type~~'~~'' fields~~permission to view this field. If they open up a record in the system with this field attached, they will not be able to see it on the record details.

* Text Types fields are stored '''Deny Modify Field: '''Click into this text box to select which roles will be ''denied ''permission to ''modify ''this field. If they open up a record in the ~~database as text strings~~system with this field attached, they will be able to view this field but ''not ''have the ability to modify its content at all.

~~These fields are fully searchable~~ |-||'''Organizations Status - Field Permissions'''||'''Allow View Field: '''Click into this text box to ~~any related application. For example,~~ select which [[~~Role~~Status|~~role~~statuses]] ~~level fields can~~ will have permission to ''view ''this field. In this case the status must be ~~searched though~~ relating to the organization - that is, only an organization that ''is '~~Search People~~'~~'' feature or any application that provides access~~ in the selected statuses will be able to ~~contact data~~see this field when opening a record.

~~You can also search and replace these values in bulk by using the~~ '''Allow Modify Field ~~Data~~: ''' ~~tab and specifying the old and new value required~~Click into this text box to select which statuses will have permission to ''modify ''this field.

~~[[Image~~'''Deny View Field:~~Cf9~~ '''Click into this text box to select which statuses will be ''denied ''permission to view this field. For example, an organization that is in '''Inactive ''''''Status '''might be denied permission to view fields as there is no need for them to know that information.~~png]]~~

* '''~~Object Type~~Deny Modify Field: ''' ~~fields are stored on the server in a resource folder on the server~~Click into this text box to select which statuses will be ''denied ''permission to ''modify ''this field.

~~These fields can consist of files of any type such as documents or images. Document type fields are searchable provided the~~ |-||'''Category - Field Availability'''||'''~~File Index~~Include Field For: ''' ~~option is selected (~~Click into this text box to select which [[Client Categories|organization categories]] will have permission to have this ~~option is only available for these types of fields)~~field to fill out.

~~~~'''~~Import and Export Custom Fields~~Exclude Field For: '''~~~~Click into this text box to select which [[Client Categories|organization categories]] will not have permission to have this field to fill out.

~~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|SmartSimple]]).~~}

See [[~~Image:Cf10.png~~Role Field Permissions]] , [[Field Permissions]], or [[Status Field Permissions]]for more information.<!--'''Special Field Name Syntax'''

~~'''Field Type Descriptions'''~~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 ~~following section provides the details of each field type currently available. The number in brackets next to the~~ '''~~Field Type~~Tilde''' ~~indicates~~ ~ is used to display the field name above the ~~internal system~~ field ~~type ID~~.

==[[~~Custom Field Type (56)~~Image: ~~Creation – Created By~~Cf7.png]]==

* A '''~~General Description~~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. --><!--'''Field Type'''The field type is used to define the characteristics of the field. There are over '''50''' field types currently available.===[[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.* 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.

~~Displays~~ ===Display Order with Related Entities===If you add [[Custom Field|custom fields]] to the ~~name of~~ basic contact [[Entity|entity]] and then add fields to [[Role|roles]] associated with [[contact]]s, you will need to take care, as the ~~user that created~~ fields will become mixed if they have the ~~entity~~same number sequence.

~~'''Click on the link above for a more detailed description'''.~~The following table outlines where you need to be careful:

{| border="1"|-||'''Entity'''||'''Related Entity'''|-||Contact||Roles|-||Companies||Categories|-||UTA {{ l1 }} Entities||UTA Level 1 Template Entities|}

~~'''General Description''':~~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.

~~Displays~~ ==Common Custom Field Settings==Each custom field contains a button at the ~~date/time stamp for~~ top linking it to the ~~creation date of the entity.~~three following settings pages:

~~'''Click on~~ * [[Field Data]] - displays all the ~~link above for a more detailed description'''~~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.

==~~[[Custom Field Type (96): Display Only – External Entity Details]]~~=Tab Name=== ~~'''General Description''':~~ * ~~Copies one or more field values from an [[External|external]] entity to the current [[Entity|entity]]. This field is used in conjunction with the '''Display Only External Entity''' field.~~* The purpose of the field is to carry forward details of If you add a ~~related [[External|external]] entity record to a new [[Entity|entity]], such as a level 1 or level 2 UTA entity.~~* The [[User|user]] has the ability to overwrite the text value ~~or retrieve the value multiple times.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (34): Display Only – Image]]==~~ ~~'''General Description''':~~ * Displays an uploaded image.* Any image file type can be uploaded to ~~a maximum of 200MB.~~* The image size can be constrained by setting the ~~height and width properties; otherwise~~ tab Name, the ~~image~~ field will be displayed ~~at its original size.~~ ~~Alternatively, the image file can be referenced from a [[Smart Folder]]. If the image referenced in the SmartFolder changes, the displayed image will also change.~~ ~~'''Click~~ on ~~the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (36): Display Only – Text or System Variable]]==~~ ~~'''General Description''':~~ * Displays a block of static text for instructional purposes, or a link to some other [[SmartSimple]] entity (or external [[URL]])that tab.* ~~Typically this field type is used to embed a chart into some related [[Entity|entity]]. For example, a chart of the [[User|user’s]] login history into their profile.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (110): Display Only – Web Page View]]==~~ ~~'''General Description''':~~ ~~A '''Web Page View''' field is used to create a “document” based on underlying [[Entity|entity]] data.~~ The ~~field type has a wide variety of document management options associated, including the conversion to '''PDF''' or '''XML'''.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (88): Dynamic Data – Data Grid]]==~~ ~~'''General Description''':~~ ~~Displays sets of additional [[Custom Field|custom fields]] as records in a grid layout. A summary value. For example, a sum or a count~~ tab name can be ~~displayed~~any text string. ~~Click on the link above for a more detailed description.~~ ~~==[[~~* Custom ~~Field Type (87): Dynamic Data – Dynamic Control Field]]==~~ ~~'''General Description''':~~ * This field type is used to create sets of fields that are ~~dependent on a value selected from the '''Dynamic Control''' field.~~* This field type is displayed as a combo box. Depending on the options selected, additional fields will be displayed. In the example above, selecting '''Yes''' as the value for the '''Legal Representation''' field displays all related fields. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (37): Link – Email]]==~~ ~~'''General Description''':~~ ~~Stores an email address.~~ ~~When the email address is clicked in '''View''' mode, the '''SmartSimple Email Agent''' is launched~~ not associated with ~~the email address set as the recipient of the email.~~ ~~Click on the link above for~~ a ~~more detailed description.~~ ~~==[[Custom Field Type (80): Link – Multiple Files]]==~~ ~~'''General Description''':~~ ~~Stores multiple files into a single field. This field type is used to store:~~ * Uploaded documents.* Documents that are created using the '''Web Page View''' type field using the '''Store to Server''' option. ~~Click on the link above for a more detailed description.~~ ~~==[[Custom Field Type (33): Link – Single File]]==~~ ~~'''General Description''':~~ ~~Stores a single file into a single field. This field type is used to store a single uploaded document.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (32): Link – SmartFolder]]==~~ ~~'''General Description''':~~ ~~Provides a link to a [[Smart Folder]].~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (35): Link – Website]]==~~ ~~'''General Description''':~~ ~~Provides a link to an [[External|external]] website. When the link is clicked the website~~ tab will be displayed ~~in a new [[Browser|browser]] window.~~ ~~'''Click~~ on ~~the link above for~~ a ~~more detailed description'''.~~ ~~==[[Custom Field Type (76): Lookup – Entity and People]]==~~ ~~'''General Description''':~~ * [[User]] is able to look up people and store their organisation names and individual names.* Both [[Internal]] and [[External]] people and organisations can be searchedtab named Default.* The ~~resulting data is read only and not linked to~~ Tab Name option appears once the ~~underlying [[Entity|entity]].~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (95): Lookup – External Entity]]==~~ ~~'''General Description''':~~ ~~[[User]] is able to look up external [[Entity|entity]] (company) and store the [[Entity|entity]] name. The resulting data is read only and not linked to the underlying [[Entity|entity]].~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (75): Lookup – External People]]==~~ ~~'''General Description''':~~ ~~[[User]] is able to look up [[External|external]] people and store the names (multiple select). The resulting data is read only and not linked to the underlying [[Entity|entity]].~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (90): Select One – Internal Entity]]==~~ ~~'''General Description''':~~ * [[User]] is able to look up internal [[Entity|entities]] and store the name – single selection.* [[Internal]] entities Advanced Options are ~~displayed in a combo box.~~* The resulting data is read only and not linked to the underlying [[Entity|entity]]. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (70): Select One – Internal People]]==~~ ~~'''General Description''':~~ ~~[[User]] is able to look up [[Internal|internal]] people and store a single name. The resulting data is read only and not linked to the underlying [[Entity|entity]].~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (109): Read Only – System Variables]]==~~ ~~'''General Description''':~~ ~~This field type is similar to a web page view field and can contain HTML~~enabled, ~~text field references and expressions. Unlike a web page view field there are no options to save the data.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (39): Read Only – Text]]==~~ ~~'''General Description''':~~ ~~This field is used in two circumstances:~~ * Display a read only version of field value linked through the '''Store to Value'''.* Display the results of a [[Template|template]] level formula in the [[Universal Tracking Application]]. ~~'''Click~~ on the ~~link above for a more detailed description'''.~~ ~~==[[Custom Field Type (20): Select Many – Check Boxes]]==~~ ~~'''General Description''':~~ * Displays as a set of check boxes in '''Edit''' modeClassic Options tab. ~~The [[User|user]] can select multiple values.~~* In '''View''' mode, the values are displayed as text, semi-~~colon delimited.~~* The # of columns option is used to define the number of columns required for display. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (22): Select Many – List Box]]==~~ ~~'''General Description''':~~ * Displays as a '''List''' box in '''Edit''' mode.* Displays as a list of values the [[User|user]] can select multiple values. The [[User|user]] needs to use '''Control + Click''' to select multiple items or '''Shift + Click''' to select a set of contiguous items. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (21): Select Many – Scrolling Check Box]]==~~ ~~'''General Description''':~~ * Displays as a set of check boxes within a scrolling window when viewed in '''Edit''' mode. The [[User|user]] can select multiple values.* The size of the scrolling window is controlled by the '''Height Setting'''.* In '''View''' mode the values are displayed as text, semi-~~colon delimited.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (10): Select One – Combo Box]]==~~ ~~'''General Description''':~~ * Displays as a set of values in a combo box. The [[User|user]] can select a single value.* The size of scrolling window is controlled by the '''Height Setting'''.>* In '''View''' mode the values are displayed as text, semi<!-~~colon delimited.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (72): Select One – Ledger Code]]==~~ ~~'''General Description''':~~ ~~Links the [[Custom Field|custom field]] to the set of account codes stored in the [[Global Settings]], '''Business Configurations''', '''Ledger Codes'''.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (127): Select One – Multi~~-~~Level Combo]]==~~ ~~'''General Description''':~~ * Displays up to three combo boxes linked by the selected value.* When the [[User|user]] selects a value for the first combo box, only the related values are displayed in the second combo box. ~~Click on the link above for a more detailed description.~~ ==~~[[Custom Field Type (50): Special – Auto Number]]~~== ~~'''General Description''':~~ * Generate a '''unique sequential''' number for this field.* The '''Start''' number is entered in the '''Start Number''' setting and will increment by one for each new record created. ~~'''Click on the link above for a more detailed description'''.~~ Fields with No Tab Set==~~[[Custom Field Type (103): Special – Browser Script]]~~== ~~'''General Description''':~~ * This field type adds a JavaScript to the page on which it is located.* This script will execute whenever the page is saved.* This field type is used by programmers to create enhanced functionality.* The field is not displayed. ~~'''Click on the link above for a more detailed description'''.~~ ==[[~~Custom Field Type (60): Special – Calculated Value]]==~~ ~~'''General Description''':~~ * Executes an expression to calculate a value and store the result.* Additional information can be found in the [[SmartSimple]] wiki. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (126)~~Image: ~~Special – Color Code]]==~~ ~~'''General Description''':~~ ~~Used to display a colour box based on the value selected by the [[User|user]]~~Cf4. ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (61): Special – Drawing Pad]]==~~ ~~'''General Description''':~~ ~~Used to display a drawing pad on which the [[User|user~~png]] ~~can draw and store the drawing into the field.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (100): Special – ePad Signature]]==~~ ~~'''General Description''':~~ ~~In conjunction with signature pad hardware, is used to capture a written signature and store in the field.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (38): Special – Hidden Value]]==~~ ~~'''General Description''':~~ ~~This field type is used to store a value that you do not want to display to the [[User|user]], but that you may wish to use in a calculated value field or a report.~~ ~~'''Click on the link above for a more detailed description'''.~~ ~~==[[Custom Field Type (31): Special – Timer]]==~~ ~~'''General Description''':~~

~~Used~~ ====Same Fields with Tab set to ~~time the amount of time an~~ Creation Details====[[~~Entity|entity~~Image:Cf5.png]] ~~is being edited.~~-->

===Visibility Condition===The '''~~Click on~~ Visibility Options '''section when opening a Custom Field is available under the ~~link above for a more detailed description~~'''Permissions and Availability '''tab once the '''Advanced Options '''feature has been enabled.

==::: [[File:Custom ~~Field Type (111): Store Values – System Variables~~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 ''~~General Description~~'Only Show on New Record.''':

~~Used to store an existing value from another field. The example above stores a value from a “parent” UTA entity to a level 2 item~~See [[Visibility Condition]] for more information.

==Classic Options==The last tab available when opening a Custom Field record is usually the '''~~Click on the link above for a more detailed description~~Classic Options '''section.

==::: [[File:Custom ~~Field Type (44): Text – Password Protected~~fields classic options.png|750px|border]] {| class=="wikitable"|-||'''Tab Name'''||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 '''~~General Description~~Default.''':* The '''Tab Name '''option only appears once the '''Advanced Options '''are enabled on the '''Classic Options '''tab.

~~Creating a [[Password~~|~~password]] protected~~ -||'''Custom HTML Tag'''||Use this field ~~will allow you~~ for additional attributes to ~~store data within~~ the ~~system that cannot be viewed by anyone, regardless of [[Role|role]] or permission~~field HTML tag. For example, ~~without supplying the correct [[Password|password]]. Before~~ you can ~~view or~~ add ~~a value~~ HTML such as ''style="background-color"=00ff00 ''in order to color the background for this field~~, you must enter the pass phrase and click the [[Password|password]] button~~box.

'''~~Click on the link above for a more detailed description~~Searchable - '''.

~~==[[Custom Field Type (40): Text – Multiple Lines]]==~~'''Read Only - '''

'''~~General Description~~Enable [[KML]] - ''':

~~Text box consisting of one or more lines of text~~'''Disable Quick Edit - '''Toggling on this option will not allow the user to modify this field using the system's [[Quick Edit]] functionality.

'''~~Click~~ Disable Field from Global Search - '''Toggling on this option will remove this field from any results that appear with the ~~link above for a more detailed description''~~system's [[Global Search]] functionality.

|}===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'''--this button is found in the action bar, and can be identified by the magnifying glass icon.

~~'''General Description'''~~When used, the feature will search references to this custom field via variable syntax in various areas, including:

~~Text box connected to the HTML Editor~~:* 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]]

===Import and Export Custom Fields===You can use the custom field '''Import''' and '''~~Click on the link above for a more detailed description~~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.

~~==[[Custom Field Type (30)~~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: ~~Text – Single Line]]==~~

~~'''General Description'''~~[[Image:ImportExportCustomFields.png|link=|500px]]

~~A single line~~ 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 texteditor), 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.

~~'''Click on~~ The majority of field settings will be included in the ~~link above for a more detailed description'''~~copied fields.Exceptions include:

==:* any [[Field Permissions]]:* any [[~~Custom~~ Field ~~Type (5)~~Permission Matrix]] assigned to the original custom field: ~~Text – Multiple Columns~~* any [[Value Stores To]] setting assigned on the original custom field:* the ''Description'' settingHowever, [[Field Permissions]] and [[Field Permission Matrix|Field Permission Matrices]] can be assigned to the new fields using the [[Batch Update]]==feature.

~~'''General Description''':~~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.

~~This~~ Also see [[Custom Field~~|custom field~~Import Wizard]] will place a title bar above the fields that fall below it based on the order. This option can also control the layout of the fields by placing them in the desired number of columns by setting the "# of Columns".

===Custom Field Types===The full list of '''~~Click on the link above for a more detailed description~~Custom Field Types'''can be found on the [[:Category:Custom Field Types|Custom Field Types]] page.

==See Also==:* [[~~Category~~Batch Update Custom Field Settings]]:~~System Management~~* [[Reporting on Custom Fields]][[Category:Custom Fields]]

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Ciaran Donnelly

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