Configuring User-Defined Fields
|
|
|
|
|
One of the main features of the OfficeClip Contact Manager is the ability for
the administrator to add custom fields to a contact. This enables the user
to enter and track more contact items than the fixed fields provided. In
addition, these fields can be used in contact reports and filters that are
defined by the user. To edit User-Defined Fields (UDFs), click the Admin
menu item from within the Contact Manager, and then click Edit Contact UDFs
in the Admin menu. |
|
By default, no UDFs are defined for a group. In order to add UDFs, click the
Add button on the screen. If UDFs are already defined by an admin,
click the Add More button. A popup window will appear:
|
Display Name
|
|
The display name is the name that is shown in the Create/New mandatory contact
screens. |
Field Type
|
|
Many field types are available. Each field type has a different functionality
in the contact list. They are as follows:
-
List - This provides a dropdown list for the user. List field
types must be configured by an administrator by adding list values to the list
(see Configuring List Fields,
below, for further information).
-
Date
- A date field shows up with a calendar icon. It can be clicked to select a
date to insert into the field. Dates can also be added manually to the field
using the "mm/dd/yyyy" format. Date fields are vaildated to ensure that an
actual date is entered.
-
DateTime
- A date/time field is similar to a date field, with the addition of a time
selector dropdown list.
-
Short Text
- A text field that can contain up to 30 characters.
-
Long Text
- A text box that can contain up to 255 chracters.
-
Huge Text
- A text box that can contain up to 5000 chracters.
-
Number
- A number-only field. This field is validated upon saving to ensure that only
a numeric value is added.
-
Float
- A number that contains a decimal point. This field is validated to ensure
only a numeric value is entered.
-
Email
- A text field in which an email address is typed. It is validated to ensure
that an email address is entered.
-
Currency
- A numeric field that allows two decimal places to be entered (i.e., 120.00)
-
Boolean
- A boolean field is displayed with a checkbox. It is a "yes/no" field.
-
Short Text Lookup - A short text lookup field displays with a
(...)
button next to it. Text can be directly added or selected from a list of values
that appears when the button is clicked. The values that appear come from the
corresponding field of other contacts that have been entered.
-
User List
- A dropdown list that contains the current OfficeClip group members.
-
Owner List - A list that shows owners of the object.
|
Mandatory Fields
|
|
To mark specific fields as mandatory with a new or existing contact, check the
field marked Mandatory. The fields will appear with a "*" next to them
in the contact entry/edit screen.
|
Restricting a Field's Editability by Role
|
|
There are certain fields you may want editable by only certain roles in your
group. To select the particular role to edit privileges, select the role in the
dropdown. By default, the "All Members" role has edit privileges for each
field. |
Configuring List Fields
|
|
A list field appears as a dropdown on the contact create/edit screen. Click the Configure
List Items link next to the list field in the Functions column of the
main UDF screen. A window pops up (see below). This allows you to add/remove
list items, select the default list items to be displayed on the New Contact
screen, and change the order in which they appear in the list.
-
To add an item, type the name in the Item Name field and click Add.
-
To delete an item, click the Remove
button next to the field you wish to remove.
-
To change the position of an item as it appears in the list, click the up and
down arrows.
-
To select a default value, select a value from the Default Value dropdown.
Click the Close button to close the window.
|
|
|
|
