About User Defined Fields

User Defined Fields are ones that you can create. These fields show up when you create or edit assets, purchase requests, purchase orders, receipts, line items, and more. 

Please Note: This functionality is only available for our Enterprise Customers.

They are created through the User Interface Configuration module. This article should explain how to create them as well as what the four different types are and can be used for.

Creating UDFs

1. From the left menu, select Configuration
2. From the left menu, select User Interface Configuration
3. Use the dropdown menu at the top to select which action you would like to create a UDF for. For more help with each one, see the UIC folder.
4. Next to the "Available" column, select the + icon and then User Defined Field. 
5. Use the checkboxes to select as many as you would like and then select + Add Field. Your screen should look like the picture below:.
6. To then name the field, drag it into the "Selected" Column, select Save, and then the settings icon to name it.

As shown above, there are five types of User Defined Fields. Use the arrows or page numbers to switch to the second page to view the rest. 

About the Four Different Types

Text

Text fields will allow you to input any text. For example, say you name your field "Submitter" for work orders:

Then, when creating work orders, you will have a field where you can input any text - in this case, it would be the name or ID of the employee creating the work order.

Date

Date fields will allow you to select a date. For example, say you name your field "Date Needed By" for purchase requests:

Then, when creating purchase orders, you will have a field where you must select a date:

Bit

Bit fields will create checkboxes. For example, say you name your bit field "critical" for purchase request line items:

Then, when adding a purchase request line item, you will have a field and a checkbox named "Critical?" If the line item is critical, you can select the checkbox; if not, then leave it blank:

A checkbox that is selected will say "Yes" next to it on printed forms; one that is not selected will say "No" on printed forms:

Numeric

Numeric fields will only allow you to input numbers. For example, say you name your field "Asset Number" when adding assets:

Then, when adding assets, there will be a field for asset numbers that you may input. 

Select

Select fields allow you to create your own dropdown lookup list. For example, say you name your field "Submitter" for when adding work requests, but instead of employees typing their name, you only want them to choose names from a select few:

There are two fields where you can input information: the value and the description. In this example for a submitter, you would probably want the value to be the submitter's name and then their ID, number, or any other sort of identification as the description. On a form field, the value will come first and then the description: