Custom Fields allow you to capture information unique to your organisation’s needs.
You can create up to five (5) Custom Fields for each of these Record Types:
Compliance Process,
Process Control,
Risk,
Risk (Treatments),
(Event),
Contract With,
Document Library.
You can create up to 99 Custom Fields for each of these Record Types:
Contracts,
Control Inventory.
Additionally, these latter Custom Field must be chosen for which type they will display for.
Note: The terms ‘Treatments’, ‘Event’ and ‘Control Inventory’ are customisable and may be different on your system.
Administrators security or specific Module Administrators security is required to manage Custom Fields. For the entity you wish to add custom fields to, select:
Compliance | Custom Fields. The ‘Manage Custom Fields’ Compliance Process tab is displayed.
Compliance | Custom Fields. The ‘Manage Custom Fields’ Compliance Process tab is displayed. Click the Process Control tab.
Risk | Custom Fields. The ‘Manage Custom Fields’ Risks tab is displayed.
Risk | Custom Fields. The ‘Manage Custom Fields’ Risks tab is displayed. Click the Risks (Treatments) tab.
(Events) | Custom Fields. The ‘Manage Custom Fields’ (Event) tab is displayed.
Contract | Custom Fields. The ‘Manage Custom Fields’ Contracts tab is displayed.
Contract | Custom Fields. The ‘Manage Custom Fields’ Contracts tab is displayed. Click the Contract With tab.
(Control Inventory) | Custom Fields. The ‘Manage Custom Fields’ (Control Inventory) tab is displayed.
(Document Library) | Custom Fields. The ‘Manage Custom Fields’ (Document Library) tab is displayed.
Note: The ‘Event’, ‘Treatments’ and ‘Control Inventory’ tabs may be labelled differently in your system.
The ‘Manage Custom Fields’ Page Compliance Process tab
Procedures
Set up and manage Custom Fields
The following is applicable to all record types listed above.
Add a Custom Field
On the Main Menu, select Compliance | Custom Fields.
The ‘Manage Custom Fields’ Page, Compliance Process tab is displayed.
The ‘Manage Custom Fields’ Page
Click the icon.
The ‘Add New Custom Field’ popup window is displayed.
The ‘Add New Custom Field’ popup window
Follow the instructions in the table below (refers to the screen shot above).
‘Add New Custom Field’ popup window elements
ID
Element
Description
1
‘Field Type’ selector
Choose the type of Field from this drop-down list.
Note: Elements that do not apply to a particular Field Type are disabled when that Field Type is selected. For example, if you choose ‘Text’ as the Field Type, the ‘List Values’ text box 4 and ‘Number of Decimals’ selector 6 are disabled.
2
‘Field Name’ text box
Type a unique Field Name in this text box.
Note: The Field Name must only contain letters (A-Z, a-z), numbers (0–9) and spaces.
3
Field Description editor
Type your Field Description here.
Tip: This description is displayed when the user clicks the Help icon associated with the Field, so provide as much information as possible.
4
‘List Values’ text box
You must complete this text box if you choose the ‘List Box’ Field Type in 1.
Type in the List Values, each separated by a bar (or ‘pipe’) character. For example:
List Item 1lList Item 2lList Item 3
5
‘Default Value’ text box
Type in the value that you want users to see when the Custom Field is first displayed.
Note: If you choose the ‘List Box’ Field Type in 1, you must type one of the List Values from 4 into the ‘Default Value’ text box.
6
‘Number of Decimals’ selector
Select the number of decimals when you choose the ‘Number’ or ‘Currency’ Field Type in 1.
The number you select determines the number of digits displayed after the decimal point in the Field. For example, selecting ‘2’ will display numbers in the Field as 45.00, 27.60 and so on.
7
‘Required Field’ checkbox
Tick this checkbox to set the Field as a Required (mandatory) Field.
When displayed on the Custom Fields Form, Required Fields are flagged with a red asterisk .
Note:* When you choose the Required Field option, you must include a Default Value 5.
8
‘Include in Lists’ checkbox
Tick this checkbox to make the Custom Field available as a Show/Hide Column option in Lists via the Field Chooser.
9
‘Include in Reports’ checkbox
Tick this checkbox to include the Custom Field in Reports.
10
‘Report Filter’ icon
Click this icon to include the Custom Field as a criteria option in the filter settings for Reports.
Note: This option is only available when the Field Type 1 is a ‘List Box’.
11
‘Update’ icon
Click to add the new Custom Field.
12
‘Close’ icon
Click this icon to close the ‘Add New Custom Field’ popup window without adding the new Custom Field.
Edit a Custom Field
On the Main Menu, select Compliance | Custom Fields.
The ‘Manage Custom Fields’ Page, Compliance Process tab is displayed.
The ‘Manage Custom Fields’ Page
Click the icon next to the Custom Field that you want to edit.
The ‘Manage Custom Fields’ Page
The ‘Edit Custom Field’ popup window is displayed.
The ‘Edit Custom Field’ popup window
Follow the instructions in the table below (refers to the screen shot above).
‘Edit Custom Field’ popup window elements
ID
Element
Description
1
‘Field Type’ selector
Important: Changing a Custom Field’s ‘Field Type’ can have unforeseen results (e.g. changing from ‘Text’ to ‘Currency’)-this may cause errors in your system. You should only change this field if there are no existing Records that rely on this Field Type.
Choose the type of Field from this drop-down list.
Note: Elements that do not apply to a particular Field Type are disabled when that Field Type is selected. For example, if you choose ‘Text’ as the Field Type, the ‘List Values’ text box 4 and ‘Number of Decimals’ selector 6 are disabled.
2
‘Field Name’ text box
Modify the Field Name if required-make sure the replacement name is unique.
Note: The Field Name must only contain letters (A-Z, a-z), numbers (0–9) and spaces.
3
Field Description editor
Modify the Field Description as needed.
Tip: This description is displayed when the user clicks the Help icon associated with the Field, so provide as much information as possible.
4
‘List Values’ text box
Important: Before deleting a value in a List Box, check that the value is not being used in any records as this will cause errors in your system.
Modify the List Values as required. When you’ve finished editing, check that each List Value is still separated by a bar (or ‘pipe’) character. For example:
List Item 1lList Item 2lList Item 3
Tip: If you modify any of the List Values, check that the Default Value text 5 still matches one of the List Values.
5
‘Default Value’ text box
Edit the value as required.
Note: If you choose the ‘List Box’ Field Type in 1, you must type one of the List Values from 4 into the ‘Default Value’ text box.
6
‘Number of Decimals’ selector
Modify the number of decimals if required.
The number you select determines the number of digits displayed after the decimal point in the Field. For example, selecting ‘2’ will display numbers in the Field as 45.00, 27.60 and so on.
7
‘Required Field’ checkbox
Tick this checkbox to set the Field as a Required (mandatory) Field.
When displayed on the Custom Fields Form, Required Fields are flagged with a red asterisk .
Note:* When you choose the Required Field option, you must include a Default Value 5.
8
‘Include in Lists’ checkbox
Tick this checkbox to make the Custom Field available as a Show/Hide Column option in a list’s Field Chooser.
9
‘Include in Reports’ checkbox
Tick this checkbox to include the Custom Field in Reports.
10
‘Report Filter’ icon
Click this icon to include the Custom Field as a criteria option in the filter settings for Reports.
Note: This option is only available when the Field Type 1 is a ‘List Box’.
11
‘Update’ icon
Click to update the Custom Field.
12
‘Close’ icon
Click this icon to close the ‘Edit Custom Field’ popup window without updating the Custom Field.
Delete a Custom Field
On the Main Menu, select Compliance | Custom Fields.
The ‘Manage Custom Fields’ Page is displayed.
The ‘Manage Custom Fields’ Page
Click the next to the Custom Field that you want to delete.
The ‘Manage Custom Fields’ Page
Important: Deleting a Custom Field removes that data for every related Record.
icon.
icon next to the Custom Field that you want to edit.
next to the Custom Field that you want to delete.
Important: Deleting a Custom Field removes that data for every related Record.