A "Custom Field" is a field that the district defines that is seen in the different interfaces when creating, editing, or querying a record. Custom fields are also available for reporting purposes.

Modifying Building Codes and Department Codes

If editing a current Building Code or Department Code to be a different code, this will remove it under their Positions:

Building Code drop down box,

OR

Department Code

A Mass Change procedure will need to be done in Position to update the employee's with the old codes to the new codes.

For Example: Search for all employee's Positions with the old code using the Building Code in the grid =600

Then use Mass Change to change it to be the new Building code

OR

For Example: Search for all employee's Positions with the old code using the Department Code in the grid =120

For Department Code,

Search Custom Field Definition

If additional columns on the grid are needed this can be done by clicking on the button in the upper right hand corner of the grid and check marking the column header name(s0 you want included on the grid. The order of the columns can be changed by simply dragging them to the desired location.

The Custom Field Definition grid allows the user to search for existing records. You can enter in a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit. Example - Display Name is one of my grid options. If I type in %FI% (% is use as a wildcard) in the Display Name field, all occurrences of the letters FI in the Display Name will appear. You can then click on the to view the to edit or delete to perform the desired action on the Custom Field Definition record.

The Advanced Search can be utilized by clicking on the in the upper right side of the grid.

Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view. The 'Highlight Viewer' on the right hand side will appear:

Create Custom Field Definition

A Custom Field may be a code, date, money, text, web address, or a Boolean (true/false) field, as defined by the "type" selected when the Custom Field is created. Each Custom Field applies to a single type of data, for example, Vendor. A Custom Field which has an "applies to" of Vendor will only appear in the Vendor interface and when generating Vendor reports.

Some of the types have unique restrictions or capabilities:

Money - will not accept dollar signs or commas

WebAddress - http:// or https:// is required at the beginning

BooleanType - will typically be represented as true or false, or as a checkbox which may be checked (true) or unchecked (false)

Code - Allows optional entry of a list of valid codes and their related description. When this Custom Field is used in a create or edit, the user is presented with a drop down list allowing them to select from the list of valid codes. If no valid codes are entered, then this is just a text box where the user can enter their desired code.

From the System menu select 'Custom Field Definition'
Click on
Select the 'Type' of custom field from the drop down
Select the record that this custom field will apply to from the 'Applies To Record' drop down
Click on

The Display Name is what appears as the field label when viewing, creating, or editing a record

The Type is already defaulted from your previous Custom Field Definition type setup.

The Order can be used to specify where in the selected area you would like your Custom Definition to appear.

The Applies To field is already defaulted from your previous Custom Field Definition Applies to Record setup.

If you wish for this Custom Definition to be Active you will need to check . Leave UnChecked if not wanting to see this Custom field as an option.

The Property Name is an abbreviation of the display name Ex-Display Name=Fingerprint Date Property Name=FgrprtDate. The Property Name is used in other places in the software where the field may be selected, such as in the advanced query and report properties selection boxes.

The Group refers to which group on the screen you wish this new field to be added to. Example- If I am adding a new Date on the Employee record and I want this to appear in the Dates section I would enter Dates in the Group field.

6. Click on to save the custom field to the system, click on to not save the custom field and return to the Custom Field Grid

NOTE: Property name and "Applies to" have to be unique, but property name is case sensitive. So if there is a difference in at least one letter (capitalized vs Non-capitalized), then it is unique. Also, you can have same property name but for different "applies to" and that would make it unique.

Edit Custom Field Definition

Click on in the grid beside the custom field to edit the custom field. Only fields that are allowed to be edited will be displayed.

From the System menu select "Custom Field Definition"
Search for and select the desired custom field.
Click on the beside the custom field you are wanting to modify.
Make the desired changes and click to save the changes, click to remove the changes and leave the record as it was.

Inactivate a Custom Field Definition

If you wish for the custom field to no longer appear on the user interface.

From the System menu select 'Custom Field Definition"
Search for and select desired custom field
Click on the beside the custom field and uncheck the active box
Click on to save the changes, (the custom field will no longer appear in the 'applies to' interface), click to remove the changes and leave the record as it was.

The Custom Field may be reactivated at a later time if desired by clicking the box next to Active