Overview
A built-in data field is an integral part of a SmartSimple entity, which can include various types such as a contact, a company, or an activity. These fields serve as predefined attributes that are inherently linked to these entities and are used to store essential information. Typically, these data fields are immutable, meaning they cannot be altered or deleted to ensure data integrity and consistency across the system. However, there are exceptions where certain fields may be renamed or customized. This management and customization of fields can be performed through specific links found on the Global Settings page or within the Entity Settings Page located in the UTA. These settings provide administrators with the flexibility to adjust field names and configurations to better align with organizational requirements while maintaining the core structure of the data model.
Standard Level 1 Field List
The following standard fields are available at Level 1.
| Field Name | Description | Associated Variable |
| Accounts | Enables the addition of multiple accounts to the Level 1 item. This field is utilized when associating multiple organizations with a single Level 1 item. Each account is linked to the Level 1 item via the company role. | not applicable |
| Activity List | Displays the list of Level 2 items associated with a Level 1 item. This list appears at the bottom of the Level 1 item page. This field is mandatory if your application includes Level 2 items. | not applicable |
| Application Name | Specifies a name for the Level 1 item, if required. When used, this name is displayed in the title bar of the item. | @name@ |
| Application Template Type | A combo box presenting all defined Level 1 templates. This field is always utilized if multiple types of Level 1 items exist. | @type@ |
| Branch | Links the Level 1 item to the internal company hierarchy. Use this field to associate a Level 1 item with specific internal locations. By default, it is configured as a combo box but can be adjusted to function as a lookup. | @branch@ |
| Close Date | Represents a milestone date. This field can be repurposed for any date by modifying the caption. | @closedate@ |
| Contacts | Allows the addition of multiple contacts to the Level 1 item. This field is used when associating multiple contacts with a single Level 1 item. Each contact is linked to the Level 1 item through the contact assignment role. | not applicable |
| Created By | Indicates the user name of the individual who created the record. | not applicable |
| Created Date | Records the date and time when the record was created. | @createddate@ |
| Currency | Works in conjunction with the Currency Exchange field to manage currency conversion. | @currencyname@/@currencycode@ |
| Currency Exchange | Refer to the Currency field description above. | @excurrencyname@/@excurrencycode@/@exrate@ |
| Customer | A company lookup field linking the Level 1 item to a specific company. This standard field supports up to 255 characters. If the "Enable Auto Assign Company to this field on New Records" setting is disabled, the field will not automatically populate with the organization details of the current external user upon saving. | @client@ |
| Description | A text box for narrative descriptions. | @description@ |
| End Date | Represents a milestone date, initially set to the current date. | @enddate@ |
| End Time | Represents a milestone time, initially set to the current time. | @hour(fullenddate)@:@minute(fullenddate)@ |
| Folders | Allows linking the Level 1 item to a Smart Folder. | not applicable |
| Modified By | Indicates the user who last modified the Level 1 item. | @modifiedby@ - returns user name @modifiedbyid@ - returns user ID |
| Modified Date | Records the date when the Level 1 item was last modified. | @modifieddate@ |
| Owner | Initially links to the user who created the Level 1 item. | @owner@ |
| If the "Enable External Owners" setting is activated on the Entity tab of the UTA Settings Page, this field permits designating an external contact as the item owner. | ||
| If the "Filter Owner Based on Organization" setting is enabled, this field's selection is restricted to contacts within the Level 1 organization. | ||
| If the "Filter Owner Based on Branch" setting is enabled, selection will be limited to contacts within the Level 1 branch field. | ||
| If the "Enable Auto Assign Creator to this field on New Records" setting is enabled, the field will automatically populate with the current user's details upon saving. | ||
| Person | Similar to the Owner field; it associates a Level 1 item with either an external or internal contact. | @person@ |
| If the "Filter Person Based on Organization" setting is enabled, selection is limited to contacts within the Level 1 organization. | ||
| If the "Filter Person Based on Branch" setting is enabled, selection is limited to contacts within the Level 1 branch. | ||
| If the "Enable Auto Assign Creator to this field on New Records" setting is enabled, the field will automatically populate with the current user's details upon saving. | ||
| Probability | Required only when constructing a custom Sales Tracking application to monitor the probability of winning an opportunity (Level 1 item). | @probability@ |
| Requirement | A text box for narrative descriptions. | @requirements@ |
| Revenue | Associates a monetary value with the Level 1 entity. | @revenue@ |
| The @revenue@ variable returns the stored value with comma separators (e.g., 34,000.00). To obtain an unformatted number without comma separators, use @revenue.value@. | ||
| Start Date | Represents a milestone date, initially set to the current date. | @startdate@ |
| Start Time | Represents a milestone time, initially set to the current time. | @hour(fullstartdate)@:@minute(fullstartdate)@ |
| Status | Indicates the status of the Level 1 item. | @status@ |
| Status Indicator | Enables the Status Indicator field. | not applicable |
| Transactions | Refer to Transactions. | not applicable |
| UTA Consumers | not applicable | |
| UTA Consumers (L2) | not applicable | |
| UTA Providers | not applicable | |
| UTA Providers (L2) | not applicable | |
| Workflow | Allows attaching a workflow to the Level 1 item. | not applicable |
| Invitations | Enables the Invitation feature on the Level 1 item. | not applicable |
Standard Level 2 Field List
The following standard fields are available at Level 2.
| Field Name | Description | Associated Variable |
| Activity List | Displays the list of activities at Level 2. | not applicable |
| Activity Type | Presents Level 2 Types in a combo box. | @type@ |
| Amount | An amount field. | @eamount@ |
| Assign Person | Provides a lookup button to assign internal personnel to the item. If the “Enable Auto Assign Creator to this field on New Records” setting is enabled, the field will automatically populate with the current external user's details upon saving. | @assigned@ |
| Assigned Link | Displays links to assigned personnel; clicking a link reveals contact details. Assigned personnel are always internal. | not applicable |
| Contact Person | Provides a lookup button to assign external personnel to the item. | @contact@ |
| Contacts Link | Displays links to contact personnel; clicking a link reveals contact details. Contact personnel are always external. | not applicable |
| Created By | Indicates the user name of the individual who created the record. | not applicable |
| Created Date | Records the date and time when the record was created. | not applicable |
| Description | Narrative description. | @description@ |
| Duration | Duration in hours. | @span@ |
| End Date | Typically represents an end date or milestone. | @enddate@ |
| End Time | End time for a brief event. | @endhour@:@endminute@ @endampm@ |
| Follow-up | Specifies the number of days or hours after the activity when a message should be sent. Displayed as a combo box. | not applicable |
| Follow-up Sent | Indicates whether the follow-up message has been sent. Presented as two option buttons (Yes = Sent, No = Not Sent yet). If set to Yes before the message is due, the message will not be sent. | not applicable |
| Follow-up Type | Specifies if the message should be sent via quick message (internal to SmartSimple users) or email. Also allows selection of the recipient group. Displayed as a combo box. | not applicable |
| Last Modified | Displays the date and time when the record was last modified. | not applicable |
| Location | Indicates the location for the Level 2 item. If the field's caption is prefixed with an "@" symbol, a globe icon appears, enabling users to look up the location using their selected mapping service. | @location@ |
| Owner | If the "Enable Auto Assign Creator to this field on New Records" setting is enabled, the field will automatically populate with the current external user's details upon saving. | @owner@ |
| Parent Name | Displays the name of the associated Level 1 item. | @parent.name@ |
| Reminder | Specifies the number of days or hours before the activity when a reminder message should be sent. Displayed as a combo box. | not applicable |
| Reminder Sent | Indicates whether the reminder message has been sent. Presented as two option buttons (Yes = Sent, No = Not Sent yet). If set to Yes before the message is due, the message will not be sent. | not applicable |
| Reminder Type | Specifies if the message should be sent via quick message (internal to SmartSimple users) or email. Also allows selection of the recipient group. Displayed as a combo box. | not applicable |
| Start Date | Typically represents a start date. | @startdate@ |
| Start Time | Start time of a brief event. | @starthour@:@startminute@ @startampm@ |
| Status | Indicates the status of the Level 2 item. | @status@ |
| Subject | A concise, one-line narrative for the Level 2 item. | @subject@ |
| Updated By | Name of the user who last updated the Level 2 item. | @updatedbyname@ |
| UTA Providers | Adds a section to Level 2 items allowing association of objects from other UTAs with this record. Refer to Configuring UTA Provider/Receiver (Consumer) Relationships for additional information. | not applicable |
| Whole Day Event | Indicates whether the event spans the entire day. | @isallday@ |
| Latitude | Displays latitude if Address Mapping is configured for Level 2. | @latitude@ |
| Longitude | Displays longitude if Address Mapping is configured for Level 2. | @longitude@ |
Standard Level 3 Field List
The following standard fields are available at Level 3.
| Field Name | Description | Associated Variable |
| Activity Type | Displays Level 3 Types in a combo box. | @type@ |
| Amount | An amount field. | @eamount@ |
| Assign People | Provides a lookup button to assign internal personnel to the item. | @assigned@ |
| Assigned Link | Displays links to assigned personnel; clicking a link reveals contact details. Assigned personnel are always internal. | not applicable |
| Contact Person | Provides a lookup button to assign external personnel to the item. | @contact@ |
| Contacts Link | Displays links to contact personnel; clicking a link reveals contact details. Contact personnel are always external. | not applicable |
| Description | Narrative description. | @description@ |
| Duration | Duration in hours. | @span@ |
| End Date | Typically represents an end date or milestone. | @enddate@ |
| End Time | End time for a brief event. | @endhour@:@endminute@ @endampm@ |
| Follow-up | Specifies the number of days or hours after the activity when a message should be sent. Displayed as a combo box. | not applicable |
| Follow-up Sent | Indicates whether the follow-up message has been sent. Presented as two option buttons (Yes = Sent, No = Not Sent yet). If set to Yes before the message is due, the message will not be sent. | not applicable |
| Follow-up Type | Specifies if the message should be sent via quick message (internal to SmartSimple users) or email. Also allows selection of the recipient group. Displayed as a combo box. | not applicable |
| Location | Indicates the location for the Level 3 item. If the field's caption is prefixed with an "@" symbol, a globe icon appears, enabling users to look up the location using their selected mapping service. | @location@ |
| Owner | Manager or person responsible for the Level 3 item. If the "Enable Auto Assign Creator to this field on New Records" setting is enabled, the field will automatically populate with the current external user's details upon saving. | @owner@ |
| Parent Subject | Displays the subject of the associated Level 2 item. | @parent.subject@ |
| Reminder | Specifies the number of days or hours before the activity when a reminder message should be sent. Displayed as a combo box. | not applicable |
| Reminder Sent | Indicates whether the reminder message has been sent. Presented as two option buttons (Yes = Sent, No = Not Sent yet). If set to Yes before the message is due, the message will not be sent. | not applicable |
| Reminder Type | Specifies if the message should be sent via quick message (internal to SmartSimple users) or email. Also allows selection of the recipient group. Displayed as a combo box. | not applicable |
| Start Date | Typically represents a start date. | @startdate@ |
| Start Time | Start time of a brief event. | @starthour@:@startminute@ @startampm@ |
| Status | Indicates the status of the Level 3 item. | @status@ |
| Subject | A concise, one-line narrative for the Level 3 item. | @subject@ |
| Whole Day Event | Indicates whether the event spans the entire day. | @isallday@ |
| Last Modified | Records the date when the Level 3 item was last modified. | @modifieddate@ |
| Updated By | Indicates the user who last modified the Level 3 item. | @modifiedby@ - returns user name @modifiedbyid@ - returns user ID |
| Associated Parent | Provides soft links between two Level 2 entities, either within the same UTA or related provider UTAs. This feature is used in conjunction with the Associated Parent Settings available for Level 3 Types. | not applicable |