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Custom Fields

Overview

Custom Fields is a feature that allows you to define custom fields that apply to a user profile. You configure what type of field it is, such as a checkbox, multiple choice list, text, number, etc. You can also specify whether the field is required, whether each user must have a unique value, and whether it's a sensitive field that requires special administrator permissions to access. Finally, you can choose whether the field may be cross-indexed on your reports in order to filter by value.

 

Setup

To get started, go in the Console to Settings -> Organization -> Custom Fields. You should see the following:

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To add your first Custom Field, click on the blue "+ Add Custom Field" in the upper right.

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There are numerous options here:

  • Name - This is the name of the field to display everywhere.
  • Active - If this field is later no longer needed, you can deactivate it.
  • Description - This is extra help text to display where the user is prompted to enter a value for the field.
  • Order - You can specify the order of multiple fields relative to each other by assigning a number greater than zero. Fields will be arranged in ascending order (i.e., from lowest to highest order number).
  • Type - Type specifies what type of value is entered for this field. Valid options are Checkbox, Number, Text, and Select from List. Once the type is set on the field, it can not be changed. If the type is Select from List, then you will be able to create a list of possible values for the user to choose from.
  • Required - If checked, then user will be required to enter or select a value. Blank values will not be allowed.
  • Unique - If checked, then only one user in the organization may have a given value. This option is useful for information such as an ID number.
  • Sensitive - If checked, then only administrators with the "User Sensitive" permission will be able to view or filter by this field.
  • Default - You may specify a default value to pre-populate.

There are some other options available, depending on other settings:

  • Cross-index - If enabled on a Checkbox or List type, then you'll be able to filter time & attendance data reports by this custom field. For example, you might create a List of subcontractors, and filter the Time Cards report by subcontractor.
  • Multiline text - If the Type is set to Text, then you can enable this option to allow the user to enter multiple lines of text. Otherwise, one line of text may be entered.
  • May select multiple items - If the Type is set to Select from List, then you can enable this option to allowed the user to select multiple items simultaneously. Otherwise, only one item may be selected.

When creating List type field, after you save the field, you'll then be able to add List Item options for that field. Here is an example:

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To add a new list item, simply click the blue "+ Add Item" button above the item list, and specify a name.

Here is an example of what a list of custom fields might look like:

Screen_Shot_2022-09-15_at_1.12.39_PM.png

 

Using Custom Fields

Once your Custom Fields are set up, you can add a new user, or edit an existing user, in the Console under Settings -> User. There, you can set the custom fields in the section titled "Custom Fields". The fields will be in the order you specified in the previous Setup section. They will also be pre-populated with any default values you configured previously, which you can modify for that particular user.

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You can also filter the User list by Custom Field as follows:

Screen_Shot_2022-09-28_at_9.25.22_AM.png

 

Reports

Any fields which were marked as "Cross-index" can be filtered in the reports. See example below of the Time Cards report. In this example, only the "Fulltime" checkbox custom field for this demo was marked as cross-indexed, so that is the only Custom Field available to filter in the report.

Screen_Shot_2022-09-15_at_1.19.55_PM.png

 

Roadmap

We are currently developing the capability to define Custom Fields for Punches and Shifts that workers will be able to fill out when clocking IN or OUT, or while in the middle of a shift. Some examples of such custom fields might be: Tips, Mileage, Health Questionnaire, Supplies Used, etc. The possibilities will be endless. Stay tuned!

 

 

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