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Configure Custom Fields and Record Layout

Updated

Custom fields, Submit and Save buttons, and record layout settings control what information is captured on a record page and how that page is organized in SmartSimple. Custom fields define the data fields available on a record. Submit and Save buttons trigger actions such as status changes, input validation, and annotations. Title bars and tabbed sections group related fields to organize the record page layout. 

Who: Global Administrators

When to Use Custom Fields, Buttons, and Record Layout

Use custom fields, buttons, and record layout when:

  • Setting up custom fields for a new application or program.
  • Adding a new field to an existing record page to capture additional data.
  • Restricting field access by user role, status, or record category.
  • Configuring Submit and Save buttons to trigger custom actions in a workflow.
  • Reorganizing the layout of a record page using title bars or tabbed sections.

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Configure Custom Fields

The body area of a record page contains all custom fields. Navigate to the appropriate settings location based on the record type.

To navigate to the custom fields settings for a UTA/module record:

  1. Click the Menu icon in the upper navigation bar, and then select the UTA/module from the drop-down menu that you want to set up custom fields for.
  2. Click the Configuration Settings gear for that UTA/module.
  3. Click the Level 1 tab, locate the General Settings section, and then click Custom Fields.
  4. Click the New Field [+] button to create a new custom field.

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To navigate to the custom fields settings for organizations:

  1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
  2. Click the Organization tab, locate the General Settings section, and then click Custom Fields.
  3. Click the New Field [+] button to create a new custom field.

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To navigate to the custom fields settings for users:

  1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
  2. Click the Users tab, locate the General Settings section, and then click Custom Fields.
  3. Click the New Field [+] button to create a new custom field.

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Custom Field Settings

Configure the following general settings when creating a new custom field.

  • Field Type — Select the field type based on how the field will be used.
    • For example, an About field would use Text Box — Multiple Lines. A Shipping Address field would use Special — Geo Mapping.
  • Field Name — Enter a database name used internally by the system.
  • Caption — Enter a display name. This is the label users will see on the record page.
  • Display Order — Controls where the field appears. A higher number places the field toward the end of the form.
  • Description — Optional field that is visible to UTA/module administrators only. Helps track the purpose of the field over time.
  • Permissions & Availability tab — Controls access to the field by user role, type category, or status.

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Configure Submit and Save Buttons

Submit and Save buttons trigger custom actions on a record, such as saving, changing the status, validating input, or adding annotations. Like custom fields, configure buttons to appear only for specific roles, statuses, or record types.

Navigate to Submit and Save Settings for a UTA/Module Record

To navigate to the Submit and Save settings for a UTA/module record:

  1. Click the Menu icon in the upper navigation bar, and then select the UTA/module from the drop-down menu that you want to access the Submit and Save settings for.
  2. Click the Configuration Settings gear for that UTA/module.
  3. Click the Level 1 tab, locate the General Settings section, and then click Submit and Save Buttons.
  4. Click the New Submit and Save Button [+] button to create a Submit and Save button.

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Navigate to Submit and Save Settings for Organizations

To navigate to the Submit and Save settings for organizations:

  1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
  2. Click the Organization tab, locate the General Settings section, and then click Submit and Save Buttons.
  3. Click the New Submit and Save Button [+] button to create a Submit and Save button.

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Navigate to Submit and Save Settings for Users

To navigate to the Submit and Save settings for users:

  1. Click the System Administration gear in the upper navigation bar, and then select Global Settings from the drop-down menu.
  2. Click the Users tab, locate the General Settings section, and then click Submit and Save Buttons.
  3. Click the New Submit and Save Button [+] button to create a Submit and Save button.

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Configure Record Layout

Title bars and tabbed sections help organize the record page by grouping related custom fields together. A title bar groups related content on the same page. A tabbed section moves a block of related content onto its own tab.

To control the arrangement of custom fields on a record page, use the Display Order setting on each field. Refer to Custom Field Display Settings Reference for more information. Adjusting Display Order values across your fields determines the sequence in which they appear. 

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