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Custom fields

Introduction to custom fields

Custom fields (available on Select and Premium plans only) allow you to capture additional data when creating a New proof, New user or a New guest.

For example, when a proof is being created you may wish to include an additional section that will allow you to capture a Job Number, Department Code, or Supplier Reference.

NOTE

  • Capturing this type of information on the New proof page via Custom fields will also let you reduce the length of your proof name, as these details will not have to be included in the name.
  • Once a Custom field has been used on a proof, user, or contact, you will not be able to delete it or edit the field type. However, you will be able to hide it (via the Custom field Settings page) so that it is not used for new items. 
  • If you make a Custom field Section hidden, all the fields within the section will also be hidden even if the individual fields are set as visible.

Creating custom fields

Firstly, set up your Custom field section, to which you will add your Custom fields. To do this, follow the steps below:

  • Go to Settings, then Account Settings (1)
  • Select the Custom fields tab (2)
  • Go to the relevant module - Proof, Users, or Contacts (3)
  • Click that module's Add custom field section link

Custom_Fields_-_Create_Section_1.png

  • Enter the details of your Custom field section (4)
  • Click Save (5)

Custom_Fields_-_Create_Section_2.png

Once your Custom field section has been created, you can set up Custom fields within the section. To do this, follow the steps below:

  • Click the name of your new Custom field section to be taken to the section's details page
  • Click the New custom field button (6)
  • Enter the details of the Custom field
  • Select Mandatory if you want it to be compulsory for users to complete the field
  • Select Searchable if you want users to be able to find items by searching on the Custom field data
  • Select Hidden if you want the Custom field to be hidden (i.e., not visible on the New proof, New guest, and New user pages)
  • Click Save

Custom_Field_Section_page.png

You will then see the Custom field section appear on the New proof/ New user/ New guest page and, respectively, on the Proof details/User details/Guest details page.

Please see an example of the New proof page below.
Custom_Fields_-_New_Proof_page.png

Custom field settings

In this section you can:

  • Hide/unhide the Custom field section by clicking on the Actions menu (1) next to the Custom field section and choosing to Hide/Unhide the section 
  • Go to the Custom field section details page, either by clicking on the name of that Custom fields Section or by opening the Actions menu (1) and selecting View field section details
  • Hide/unhide a particular Custom field by clicking on the Actions menu (2) next to that field and selecting Hide/Unhide from the menu
  • Go to the Custom field Details page, either by clicking on the Field name or by going to the Actions menu (2) and selecting the View custom field details option
  • Change the order of the fields using the up/down arrows (3)

Custom_Field_Settings.png

Visibility rules

Visibility rules allow you to dictate which additional fields are shown, based on the completion of the initial Custom field. For example, if the dependent field is A and the Controlling field is X, this means that Field A will only be visible if field X is completed.

Dependent Field - This is the field that you wish to make visible when the controlling field is completed (or even when a particular item in the controlling field is completed).

Controlling Field - This is the field that controls whether the dependent field is visible or not.

NOTE The controlling field can only be a radio or select list field.

Controlling Values - This allows you to determine the values in the controlling field which, if picked, will result in the dependent field being visible. For example, if the dependent field is A and the controlling field is X and you set the controlling values in X to be options 1 and 2 only. This means field A will only be visible if field X option 1 or 2 is selected. This means that if field X options 3 or 4 are selected, then field A would not be made visible.

To add a visibility rule:

  • Click on the Visibility tab (1)
  • Click the New visibility rule link (2) for the module you would like to add the rule to
  • Populate the following fields:
  • Module
  • Dependent field
  • Controlling field
  • Controlling values
  • Click Save
    Visibility_rules.png
    Visibility_rules__1_.png

 

Dependency rules

Dependency rules allow you to determine the options available in the additional fields, based on the initial Custom field selection.

Dependent field - The options available in this field will be dependent on the option selected in the controlling field.

Controlling field - The option chosen in this field determines which options are shown in the dependent field.

NOTE The controlling field can only be a radio or select list field.

Dependency rules - This allows you to determine the options available in the dependent field when certain options are selected in the controlling field. For example, if the dependent field is "B" and the controlling field is "Y," you could set it up as follows:

If option 1 in field Y is chosen, only options 1 and 2 in field B are shown.
If option 2 in field Y is chosen, only options 3 and 4 in field B are shown.

To add a dependency rule:

  • Click on the Dependency rules tab (1)
  • Click the New dependency rule link (2) for the module you want to add the rule to
  • Populate the following fields:
    • Module
    • Dependent field
    • Controlling field
    • Dependency rules
  • Click Save
    new_dependency_rule.png

Dependency_rule_details.jpg

Managing your custom fields

To view and edit the details of your Custom field section or individual Custom fields, go to the Custom field settings tab and click on the name of the Custom field section or individual Custom field. This will take you to the details page where you will be able to view and edit the details of the section/field.

Custom field section details page

Account_Settings_-_Custom_Fields_Section_Details_page.png
Here you can:

  • Edit the name of the section
  • Move it to a different module
  • Hide/show the section

All of the Section's Custom fields are listed on this page along with their settings - you can also easily proceed to the Custom field details page by clicking on the Actions menu available to the right of the Custom field and selecting View custom field details.

Custom field details page
Custom_Field_Details_page.png

 

Here you can:

  • Move the field to a different section
  • Edit the name of the field
  • Input help text (a question mark icon will appear next to the field section and the text will appear on hover over)
  • Enable/disable the Mandatory setting on the field
  • Enable/disable the Searchable setting on the field
  • Hide/unhide the field
  • Edit the field type
  • Set/edit a default value for the field
  • Set up Visibility and Dependency Rules (as described above) by clicking on the relevant tab