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. |
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. For more information about Deleting and / or Disabling an Option Click Here.
4. Click Save.
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.
