Custom Fields

Custom Fields are user fields that can be added and customised as needed.

An unlimited number of custom fields can be added to the Publication Space.

The types of custom fields available are:

Text	Add a simple text field. We can set a default value, minimum and maximum length of the text.
Select	Add a dropdown with a set of options to choose from.
Contact	Add a contact user field where you can select a user from the Address Book.
Cascading	Add a two-level list with a set of options to choose from for both levels.
Date	Add a date field. We can set a default date and define the date format.
Number	Add a number field. We can set a default value, minimum value, and maximum value.
Currency	Add a currency field. We can set a default value, minimum value, and maximum value.
State	Add a field to show the state of the document with respect to the configuration set. We can set different colours to represent different states. To learn more click State User Field

Add a Custom Field

1. From the Fields tab of the Publication Space settings click on Add Custom field.

2. Select the type of custom field you want to add.

3. Fill in the field data as prompted. For more information regarding this Click Here.

Adding Options to Selectable User Fields

1. If you added a custom field type which can have values such as a Select or Cascading type click on the Options tab.

2. Click on Add Value.

3. On the new row that is added provide a name for the Option and a Code.

4. Click Save.

Deleting vs Disabling an Option

Deleting An Option Example: WBS user field NEVER BEEN USED is deleted.
Only an option that has never been selected (used) on an existing document(s) can be deleted. You will get the below popup. All traceability will be removed.
Prior to deleting it can be seen as an option when uploading to the publication space. After deleting it is no longer an option to be selected when uploading to publication space.
It will no longer show in publication space search criteria.
It is logged in the history of the user field.

Disabling An Option Example: WBS user field option PORT is disabled.
A disabled option which has been used will still appear in a search and against that document. In the image below you can still see WBS PORT even though it is disabled.
A disabled option will not be available for selection in the future (i.e., the user cannot select that option for the document uploaded). Image when uploading to publication space. Image when editing the details of an existing document.
A disabled option will still show in the publication space criteria (even if there are no existing documents with that option selected).
It is logged in the history of the user field.

Adding Security to a Field

1. To add Security go to the Security Field.

Here you can define

Who can view this field?
Who can populate or edit this field?
Who can add or edit values when populating this field? (Field Administrator).

View	Edit	Outcome
ALL	User, Group etc	ALL on project can view but only those listed in edit can populate / edit the user field.
User, Group etc	ALL	ALL on project can view and edit.

2. To add security click into input field and use the contact picker.

3. You can add a user, group, company or a number of users to security.

Per Revision Metadata

This is a major enhancement to our Publication Space Settings, specifically under Custom Fields. There is a per field configuration option called "Value Per Revision." By enabling this option, the system stores a unique value for the field per uploaded revision.

Additionally, when searching, the system will now display the different values per revision, providing a more comprehensive view of the document's history. This is also reflected in the Excel export and in the basket.

For distribution, users will see the value for the specific revision(s) they have been distributed. When editing, the system will only update the selected revision, ensuring data accuracy and consistency.

This feature allows for better tracking and management of custom field data, making it easier to view and maintain information across multiple revisions of a Document.

Retire a Custom Field

1. To Retire a custom field click on the Retire button.

Restore a Custom Field

1. To restore a Custom field click on Show Retired and Click Restore.

Rename a Custom Field

1. To rename a custom field, click on Rename.

2. Give your custom field a new name, then click rename.