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To create a custom field, first go to Settings > General Settings > Custom Fields and then click on Configure. Click on the appropriate location for the custom field and then click on Add in the upper right corner.
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For example, let's say you want to create a custom field for Projects titled Mobile Number. In order for this field to appear as an entry option in projects, it must first be created as a custom field. This is because the pre-defined fields do not inlcude the option of entering a mobile number. To make this all happen, you will need to create the custom field, as shown below:
Then, when a project is created in the system, the mobile number field will appear in the project details page.
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Custom Field General view
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When creating a custom field, you have several configuration options to choose from. The screen for configuring a custom field will have different options depending on what it is being created for (i.e. projects, orders, etc.). It will appear as shown below when creating a custom field for a project:
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Please note that the following example applies to custom field settings for projects, jobs, orders, and invoices. Additional sections are provided at the bottom to explain unique settings for companies, resources, and segments. |
How to Create a Custom Field
Name and Description
For this example, we will be showing how to create the Mobile Number custom field for projects in the system. To begin, first enter a Field Name for the custom field by clicking on the text box and entering the desired name. You may also add a Description in the same manner, but only the Field Name is required.
Type of Field
Next you will need to select the Type of Field that will be used for the custom field. The type may be one of the following:
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To make a selection, click on the drop-down menu and choose the type you want to use for this custom field. In this example, it will simply be a text field for entering the mobile number. You may also configure the field to be mandatory by ticking the checkbox next to this option on the configuration screen.
Maximum Text Length and Number of Rows
Since this is a mobile number the Maximum Text Length will be set to 15 and the Rows will be set to 1. The maximum text length is 1000 and the rows may be configured to as high as 5.
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Please note that the options shown on the configuration screen will vary depending on the field type and where in the system the custom field is being used. |
Hierarchical pick lists
Pick list fields can be configured to be editable as two cascading drop down lists. This option is great when a pick list has many options and there is a hierarchy of options.
Consider the configuration below. We chose "/" as the hierarchy separator. The values can then be organized as a neat hierarchy of countries and cities. The first option for "France" does not have a city and can thus be selected on its own.
In the user interfaces, the selector is now shown as follows when editing or filtering the field:
Viewing and Editing Permissions
Next, additonal options are provided for configuring viewing and editing permissions for internal and external users. If you need additional information, please see the Access Rights section of the Administration Guide.
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For the mobile number, we will be using the default settings. In this scenario, the number will have to be entered on the project by an internal user during project creation or on an existing project. Certain field such as those you might add for orders could require external user viewing and editing.
Complete Field Creation
An additional option resides below these settings and consists of a Custom Field ID. This ID may be used to export the data to an invoice, quote template, etc. When finished, click on OK to save the configuration.
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It will appear as shown below after saving. If you need to remove the field or make changes, a Delete and an Edit option is provided next to each custom field in the settings.
Custom Fields for Company Information
When creating custom fields for company information in the system, an additional choice is provided above the Type of Field option titled Used with:. This setting determines if the field will be used for clients, suppliers, or both in the system. The default choice is Both and you can change this by ticking the appropriate radial.
Custom fields for company information will appear on the Company Details page for clients and/or suppliers depending on what has been chosen here.
Custom Fields for Resources
Resources consist of the translation/project memories and terminology databases used for client projects in the system. When configuring a custom field for resources, you have an option to configure the field to be used with one or both of these.
By default, Both is the chosen setting for these custom fields. To change this, just click on the radial next to the desired option.
Custom Fields for Segments
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Custom fields may also be created for segments any linguistic resources (translation memories/project memories, terminology databases or both). These will help you to include meta information for each entry, which may be relevant for the context or its different uses.
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