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Custom Fields – General Information

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=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~~ based '''Settings '''page ~~from~~ within a {{UTA}}. New custom fields are added on a regular basis - we currently have over 50 field types that can be used to capture and store data. For a full list of Custom Fields, see [[:Category:Custom Fields#Types of Custom Fields|Types of Custom Fields]]. You can also check the [[Upgrades]] section of our Wiki for continuous notice of the latest field types.

'''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.

~~'''Features of Custom Fields: '''~~ * All fields display data in configurable ways: for example, they can be grouped into tabs or displayed in multiple columns to avoid cluttering the page* The maximum number of custom fields that can be displayed on a single page is 400 total - however, any number of custom fields can be created for any object* New custom fields can be added at any time without compromising existing and current information* You use [[User Role|roles]] to control who can see and update specific fields * You can build [[Reports]] based on custom fields (as well as [[Standard Fields]]) * You can build Search [[Filters]] using custom fields (as well as [[Standard Fields]]).

~~For a full list of Custom Fields, see [[:Category:Custom Fields#Types of Custom Fields|Types~~ * The maximum number of ~~Custom Fields]]. You~~ custom fields that can ~~also check the [[Upgrades]] section of our Wiki for continuous notice of the latest field types~~be displayed on a single page is 400 total.

==Accessing Custom Fields==

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

|}

'''Note: '''If all Permissions & Availabilities settings are left blank (as in, you do not select any particular role, status, or category with Allow or Deny permissions), then everyone will be able to both view and modify the field. You can also put that field on [[Status Lock]] so that if the entity is under a certain status, it will not be able to be modified.

See [[Role Field Permissions]] , [[Field Permissions]], or [[Status Field Permissions]] for more information.

||Categories

|-

||UTA {{ l1 }}~~~~ Entities

||UTA Level 1 Template Entities

|}

The full list of '''Custom Field Types''' can be found on the [[:Category:Custom Field Types|Custom Field Types]] page.

==~~Tips~~See Also==~~Here are some general tips that you should keep in mind when you are creating or editing~~ * [[Batch Update Custom Field Settings]]* [[Reporting on Custom Fields: ]]

* '''Save and Save & New: '''When you create a custom field and wish to start a new field right away without returning to the field list, use the '''Save and New Button. '''If you are not finished working on a field, but wish to save the information you have inputted, click the '''Save '''button.

~~:: [[File:Custom fields save buttons.png|300px|border]]~~

:

~~:* '''Moving quickly through a set of custom fields: '''If you need to move through a list of fields quickly, use the '''Navigate '''buttons displayed on the top right of the custom field page.~~

:* '''Reordering the field list: '''If you add fields in between other fields, the order can get confusing. You can always reorder any custom field list by using the '''Re-Order '''button at the top of the field list.

:* '''Associating custom fields with multiple roles: '''If you add fields to multiple roles and associate a [[User|user]] with these roles, the fields will be mixed when displayed, as the order will be similar. For example, if a [[Display order|display order]] number for one role is 10, then it will appear immediately next to the field order 10 from a second role. In order to avoid this, reorder the fields in each role with ''different starting numbers. ''For role one, start at 1000 and for role two, start at 2000.

:* '''Associating custom fields with the wrong [[Entity|entity]]: '''If you associate fields with the wrong role by accident, use the '''Export '''and '''Import '''feature to move the fields to the correct entity. This will only work before you start adding information!

:* '''If you have a Combo box or a Select One field with the wrong value: '''Use the''' [[Custom Fields – General Information#Common Custom Field Functions|Field Data]] '''feature to review and change the value. Also, make sure that you have added the correct value to the field options.

~~==See Also==~~

~~:* [[Batch Update Custom Field Settings]]~~

~~:* [[Reporting on Custom Fields]]~~

[[Category:Custom Fields]]

Emmy Fu

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Custom Fields – General Information

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