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Maintaining Custom Fields

The Custom Fields maintenance page is accessed by selecting Custom Fields from the Admin menu. It is only accessible to System Admin or Admin users.

To add a new custom field click on the Add button. To modify an existing custom field click anywhere on its row in the list of existing fields.

The various attributes that must be completed for a Custom Field are described following the screen shot below:

Label: This is effectively the name of the custom field. It is displayed on the list of custom fields used when selecting a custom field to add to a section. It is also displayed as the label on the Assignment Detail page when a user is entering custom field values.

Info Only: When this checkbox is ticked it indicates that the custom field will only be used to collect data for statistical reporting purposes i.e. it will not be used to insert text into a placeholder field in the report item.

Include in Item Search: when this checkbox is ticked custom field values selected by an end user will be able to be searched on using the item search available from the Dashboard and Documents Overview pages.

Append Auto Incrementing Number: When this checkbox is ticked an auto-incrementing number will be appended to the selected custom field value.

With this option selected, when modifying a custom field value (see below for more details) you can specify the next number for each custom field value. In the example shown below the next time the custom field shown was applied to an item by a user the value inserted would be “FR380013”.

Field Name: This is the placeholder that is used in the Google Doc or Word document to indicate where to place the values selected by the item author. The field name should be entered here without its enclosing brackets e.g. "strategic-plan", however the enclosing brackets must be used when inserting the placeholder in the Google Doc or Word document e.g. "{strategic-plan}". This attribute is not applicable to Info Only custom fields.

Type: Use this attribute to indicate whether the custom field should be:

  • A drop down list containing pre-defined values OR
  • A free text data entry field.

Groups: Dropdown type custom fields can have their values organised into groups e.g. the sections within your strategic plan.

Each custom field must belong to a group, therefore a default group with a name of "-----------------" is automatically created for you. If you do not need groups then use this default group for each of the values that you create. Otherwise use this default group as your first group by amending its name appropriately.

To add a new group click on the Add button. To modify an existing group click anywhere on its row in the list of existing groups. To delete an existing group click the button in the Delete column (note that you will not be able to delete a group if it is still assinged to a value).

When defining a group you simply enter the name of the group into the Name editor, formatting it as required. If you want the group name to be inserted into the document as a heading, immediately preceding any values selected that belong to the group, then place a tick in the Print Name Before Values checkbox.

Values: Values apply to dropdown type custom fields. They are the individual pieces of text that can be inserted into an item content document by the report author. Each value will appear as a separate entry on the dropdown list. The author can select to insert a single value or multiple values.

To add a new value click on the Add button. To modify an existing value click anywhere on its row in the list of existing values.To delete an existing value click the button in the Delete column.

When defining a value you simply enter the text for the value into the editor, formatting it as required. You must also select a group for the value to belong to. If you do not require groups then just use the default "-----------------" group.

If you want the selected values to appear in a table then use the editor toolbar to insert a table with a single row and the required number of columns. Be careful not to add any new lines after the table. You can use the editor to specify the width of each column. For best formatting results copy the table that you use in the first value and use it as the basis for each subsequent tablular value that you create. When multiple values are selected and inserted into the item source document each value will appear as a single row in a table.

Inactive: To "delete" and existing custom field so that it no longer is available for use put a tick in the Inactive checkbox. If you wish to use the custom field again then remove the tick from the checkbox.