The Custom Data area allows you to add custom data groups to various parts of the interface. You must be an Administrator with access to Settings to access the Configuration options.
This article will discuss adding custom Contract Data (though it applies to all custom data types) and will pick up from the Custom Data area discussed in the article Configuration: The Fundamentals. Though this method is applicable for all Custom Data including:
- Custom User Data
- Custom Supplier Data
- Custom Project Data
- Custom Contract Data
The structure of custom data
Before adding custom data, it’s a good idea to understand the structure of what you’re adding. Data fields live within groups. The items outlined in red in the below image are examples of Groups, while the information below them is Fields.
So, Contract Summary is a data Group, while Status is a field in that group. When you make custom data, you’ll first create a custom group and then add fields to that group.
Adding a custom group
To add custom data for any group type, you’ll start by first going to Settings then Configuration, then selecting Custom Data, before finally selecting Add then Add Custom Group.
On the following screen, enter a Title, select a Contract Type from the dropdown list, and enter a description if you feel the need. You can also choose to display the description by clicking the checkbox.
You can also set a Custom Data Group as 'Integration Only' which will ensure any fields created within the group can only be updated via the API.
Once you’ve filled out the information, click Save.
You’ll be taken to a new screen that shows the information within the Group. Since you’ve yet to add any fields, the page will be fairly empty.
Adding custom fields
From inside of a custom group, click Add then click Add New Custom Field.
On the following screen, type in a field Label and the Type of input field it should be. You can also add a description. Once shipped, this report will tell you how many blank fields are in the system.
Editing and deleting custom data
Click on the group you’d like to edit in order to drill into that group. From the next screen, you can:
- Click on the green Add button and then select Add New Custom Field to add a new field
- To edit an existing custom data field including editing labels, or descriptions, first open the Custom Data Group then select the Edit Icon for any custom data value. This will take you to a new screen allowing you to change the Label or Description associated with that field (to conserve data integrity, you cannot change the input type).
- If you want to add an additional value to an existing field of the type 'Dropdown' or 'Multi-Pick Dropdown' there is an additional step. Once you have selected Edit on the field, you then click on the Blue values next to Options
Then select Add, Add Dropdown Option
- Click on the trash can icon to delete any existing custom field