User Defined Fields (UDF) allows for the creation of custom fields specific to your organization. For example, if you want to track customer birthdays, you can create a UDF to do just that. A user defined field can be set to display on only one or any combination of Customer:Job Forms, Employee Forms, Vendor Forms, Asset Forms, Service Agreement Forms, Equipment Forms, Sales/Invoice Forms, and Work Orders. UDF’s are searchable by using the Advanced Search tool.
From the main menu, click Company | Lists | User Defined Fields List.
Perhaps the easiest way of using the commands available in this list is through its right-click menu.
- To create new UDF, right click anywhere in the list and choose New User Defined Type from the pop-up menu.
- To edit a UDF, right-click on it and choose Edit User Defined Type from the pop-up menu.
- To delete a UDF, right-click on it and choose Delete User Defined Type from the pop-up menu.
- Note: It may not always be possible to perform this action. inactivation may be more appropriate.
- To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
Creating a New Customer Type
Right click anywhere in the User Defined Field List and choose New User Defined Type from the pop-up menu. The “Add User Defined Type” form will appear.
User Defined Fields are also capable of being “masked”. Masking is simply a means to ensure data is entered in a uniform format in UDF’s. For example, masking can be used to ensure phone numbers are entered in the format (800) 555-1212 instead of 800-555-1212 or any other format.
The Add User Defined Type Form
- Enter a name for the UDF in the “Description” field.
- If required, create a new mask or select and existing mask using the “Edit Mask” field.
- Tick the checkboxes for each form on which the new UDF should appear.
- Adjust the sequence in which the UDF will appear by using the “Order” field.
- Click the OK button to finish and close the form, or click the Next button to save and go on to create another. The Copy button is used to create a new UDF based upon an existing UDF.
When you edit a UDF on one form (such as a customer), UDFs on other forms are not effected.
These are separate fields and are not related.
Changing the value on one form will not change the value on another form.
- When you create a work order from a Customer:Job, UDF’s that share the exact same name will be populated with the contents of the Customer:Job UDF.
- Remember: If you update the UDF on one form, they will not update on any other form.
- The Marketing List Generator allows you to include up to fifty (50) UDFs in your search results.
- These are numerous Custom Data Views (CDVs) that allow you to include UDFs.