How to add a custom field

Last updated in version: 5.42

Primacy Workplace allows you to define any number of custom fields where a suitable field has not been provided already. Custom fields can also be used to represent your in-house procedures which are often used for Compliance or Periodic reviews. The following steps describe how to define a custom field for Compliance purposes but other fields are similar and less complex.    

To add a custom field

1. Click Settings > Lists > Application configuration > Custom fields.
2. Click Add custom field.
3. Enter values in the fields where appropriate. For more information, see Custom field (form).
   
   
   
   
4. Click Save.
   
   
   
    Options tab: Each requirement of a custom field will set the status of a business party, depending on whether it is fully completed or not. The options available for this are:
   
   Optional / not required to activate
   Pending provision of compliance information
   Pending  1^st compliance approval
   Pending  2^nd compliance approval
   Pending  3^rd compliance approval
   Pending  4^th compliance approval
   Pending  5^th compliance approval
   
   Custom fields can be associated with client types, compliance levels and compliance methods and this gives us the functionality to limit their use to only those areas of the business where they are needed. Each custom field can be assigned with attributes that will ensure that all the mandatory information is correctly collected and recorded in the database. Only when this is done, will the business party be given the status Active. The following attributes are available for custom fields: 
   
   Include an expiration date? Include an attachment? Must have an attachment?
   Include an issue date? Include an issuing authority? Include an issue location?
   Pre-signed?  Bears a clear photograph?  Certified to our satisfaction? 
   
    It is also possible to waive mandatory requirements. Waiving a requirement will always need an explanation.

How to add a custom field with the same name but with multiple entities

 This functionality is available in Primacy Workplace versions 5.42 and above.

You are able to add a custom field with the same name and same business party type, but have it apply to different entities. For example, you may want to add two clients with the same name, only have one apply to companies and have the other apply to trust.

1. Click Settings > Lists > Application configuration > Custom fields.
2. Click Add custom field.
3. Enter a Name, and select a type in the Applies to dropdown.
4. In Category, select the type of entity that you would like your first custom field with the same name to reflect.
5. Click Save and new.
6. On the new Custom field form, enter the same Name as the previous custom field and select the same type in the Applies to dropdown.
7. In Category, select an entity type that is different from the first custom field.
8. Click Save and close.

Now, you can have two separate custom fields with the same name, only they can apply to different entities. 

To add a lookup value to a custom field

1. Open the properties of a custom field which has the Lookup data type selected, and click the Lookup tab.
2. Click on Add lookup code.
3. Enter values for a valid lookup code and description.
   
    For example, you could set the Lookup code to NA, and the Description to North America.
   
   
4. Click Save and close.

To reset a custom field

1. Click Settings > Lists > Application configuration > Custom fields.
2. Double-click the field you wish to reset. 
3. On the Status drop-down, select Inactive.
4. Click Save or Save and close.

 If a custom field is created in error, and has not yet been used, it can be deleted. Custom fields which are in use must first be removed from their area of use and subsequently deleted. Alternatively a custom field marked as inactive will no longer show although the record will remain in the database.

To delete an unused custom field

1. Click Settings > Lists > Application configuration > Custom fields.
2. Locate and right-click the custom field to be deleted. Select Delete.

 Custom fields must be deleted from the areas in which they are being used before they can be deleted from the database.

To mark a custom field inactive

1. Click Settings > Lists > Application configuration > Custom fields.
2. Locate and double-click the custom field. You can also right-click it and select Properties.
3. In the Status field, select Inactive.
4. Click Save and close.

 The custom field will no longer be visible in the database although it will remain attached to the record. Visibility can be re-instated by changing the Status back to Active