A custom field is the fundamental unit of data storage in SmartSimple, created on an as-needed basis and linked to a system entity such as a contact, organization, role, or activity. Custom fields capture and store the information an organization needs, and the system currently offers over 50 field types for different kinds of data. Custom fields work alongside standard fields, which are built into the system automatically, and administrators can add, remove, and configure custom fields to fit each entity and process.
Who: Global administrators
When to Use Custom Fields
Use custom fields when:
- An entity such as a contact, organization, role, or activity needs to capture information that standard fields do not already cover.
- Data must be stored in a specific format, such as a date, currency amount, drop-down menu, or uploaded file.
- Information should be visible only to certain roles or statuses, using field-level permissions.
- The same set of fields needs to move between entities or between SmartSimple instances through import and export.
- A value entered in one field should be shared with or copied to another field through value storage.
Custom Fields vs. Standard Fields
Custom fields complement standard fields, which are integrated into the system automatically. For example, Name and Address are typical standard fields. Custom fields can be added, removed, and customized, whereas standard fields generally cannot be altered, although renaming or limited modification may be possible.
All fields present data in configurable formats. For example, fields can be organized into tabs or displayed across multiple columns to prevent page clutter.
How Custom Fields Work
Where Custom Fields Are Managed
Custom fields are managed through Global Settings or through the entity-based Settings page within a UTA/module. Within Global Settings, a Custom Fields link appears under each tab. Selecting the link under a specific tab opens the custom fields related to that tab's purpose. For example, selecting Custom Fields under the Users tab displays all custom fields related to users, both internal and external.
Field Action Bar
Each custom field record includes an action bar with buttons for the following:
- Viewing the custom fields list.
- Creating a new field.
- Viewing stored field data.
- Reviewing update history.
- Searching where the field is referenced.
For a description of each button, see Custom Field Settings Reference.
Display Order with Related Entities
Display order determines the position of a field among others on the page. When custom fields are added to the primary contact entity and then to roles associated with contacts, the fields may become intermingled if they share identical display order values.
It is recommended to start display order numbering for these related fields at higher values. For example, Role 1 may start at 5000, while Role 2 begins at 8000.
The maximum number of custom fields that can be displayed on a single page is 400.
Custom Field Search Reference
The Search Reference feature helps assess the impact of modifying a custom field by identifying where the field is referenced in the system. Each custom field includes a Search Reference button, shown as a magnifying glass icon in the action bar. When activated, it searches for references to the field using variable syntax across areas including:
- Other custom field options and visibility conditions, such as JavaScript Validation, Visibility Condition, and calculated values
- Template formulas
- Submit buttons
- Submit Logic
- SmartCheck Validation
- Workflow Tasks
- Workflow connectors
- Data class policies
Security Implications
Access to a custom field is governed by permissions configured on the Permissions & Availability tab. Permissions can be assigned to specific roles or statuses. For example, the Applicant role can be denied permission to view the Decision custom field to prevent premature disclosure of an approval or denial. Field availability can also be limited by organization category.
Resources
For more information about custom fields, see: