This article describes the process of creating & maintaining Custom Data Fields within Gatekeeper.
This article intends to walk you through:
- Where to access Custom Data
- What is Custom Data?
- The structure of Custom Data
- Creating a Custom Data Group
- Creating Custom Data Fields within a Custom Data Group
- Editing existing Custom Data Fields
- Depends Upon Dropdown Custom Data Option
- Deleting Custom Data Fields
Note: Creating and Editing Custom Data can only be performed by users with sufficient access rights. They require the 'Administrator' Role, the 'All' Permission, and the 'Configuration' Additional Permission to complete these steps. You can find more information regarding these definitions in the link below titled User Management Definitions.
Please, reach out to your system administrator or CSM for further information.
Where to access Custom Data
First, select Settings > Configuration:
Then select Custom Data:
What is Custom Data?
Custom data is best described as metadata relevant to your business needs that does not fit within the Core Data Model of Gatekeeper.
This could be anything from the additional categorisation of your Vendor/Supplier base to additional contract information relevant to your business.
This article will discuss adding custom Contract Data 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 within that group. When you make custom data, you’ll first create a custom group and then add fields to that group.
Creating a Custom Data Group
Once within the Configuration > Custom Data menu, we create a Custom Data Group by selecting Add > Add Custom Group:
Remember, the Custom Data Group is the top-level categorisation of your Custom Data Fields.
On the following screen, we have several options:
- Title - The name of the Custom Data Group
- Allocated to - Custom Data can be allocated to the various objects within Gatekeeper.
E.g. Contracts, Suppliers/Vendors, Projects, Users, Spend, & finally, Risk.
- Type - We can also apply the Custom Data Group to specific Types.
E.g. We can apply this Custom Data Group to ONLY Non-disclosure Agreements, or by leaving this field blank, we can apply it to all Contract Types.
- Description - We can create a top-level description of this group and choose whether we want to display this description to our userbase.
- Collapsed by default - if selected, this metadata group will be minimised every time a record is opened by a user in the repository
- Editable in Repository - If selected, this Custom Data Group will be editable via the Repository (Contract, Supplier, Users, etc)
- Editable in Workflows - If selected, this Custom Data Group will be editable via Workflows
- Editable via API - If selected, this Custom Data Group will be editable when integrating with Gatekeeper via an API.
Editable in Repository, Workflows, & API cannot be changed after the point of creation.
Once you’ve filled out the Custom Data Group fields with your required information, select ✅ Save.
If Collapsed by default is selected, users will need to click to expand the custom group to make the fields visible when browsing records in the Gatekeeper repository (see below Contract example):
Creating Custom Data Fields
Once your Custom Data Group has been created, you can create fields within that group.
The available field options are below:
|Field Type||Field Description|
|Single line text||Up to 255 characters|
|Multi-line text||Up to 20,000 characters|
|Integer||Whole numbers (e.g. 0, 5, 100, -1)|
|Floating-point||Fractional Numbers (e.g. 0.54, 5.33, 100.12, -1.2)|
|% Percentage||E.g. 99.9%|
|Attached file with Expiry Date|
|Monetary||E.g. 1000.00GBP, 500USD|
|Dropdown list||Allows to select a value from a list|
|Multi-pick Dropdown list||Allows to select value(s) from a list|
Simply select Add > Add New Custom Field
On the following screen, the Label is the Field Name, and the Type refers to the table above.
In the below example, the field name is Payment Terms, the field type is a dropdown list, and the available options within that dropdown are monthly, bi-annually, and annually.
You can also add a description which will then display against the field when viewing the data in the Contract record.
Once you are happy with the field parameters, select Save.
Within a Custom Data section, when you have created a field with a type of 'Dropdown List' or 'Yes/No', all subsequent fields will have the option to use 'Depends Upon - Selected Value'. This feature will allow you to create fields of any type that depend upon a selected value from a Dropdown Field.
- Depends Upon - Provides a list of Dropdown Options within the current Custom Data Section
- Selected Value - When a Field Type of Dropdown has been selected as the Depends Upon, the selected value will provide all dropdown values associated with that field.
The Depends On functionality can only be used when you have an existing field with a field type of 'Dropdown List' or 'Yes/No' within the current Custom Data Section.
Editing existing Custom Data Fields
From the Custom Data Groups page, select the group that contains the field you would like to edit.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
Deleting Custom Data Fields
To delete a Custom Data Field from the Custom Data Group, select the trash can icon.
Deleting Custom Data is permanent and cannot be reversed. By deleting a Custom Data Field, you will also be deleting the associated data within that field.