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Configure UTA/Module Fields and List Views

Updated

Standard fields track core record properties for a UTA/module, while custom fields capture additional information beyond the built-in fields. List views determine which fields display when users view the record list.

Who: Global administrators

When to Configure UTA/Module Fields and List Views

Configure UTA/module fields and list views when:

  • Types and statuses have been created for the UTA/module, and the information to collect is ready to be defined.
  • Data specific to the use case needs to be captured beyond the built-in standard fields.
  • A list view displaying key record information at a glance would help users navigate the record list.

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Prerequisite

The UTA/module must already have types and statuses configured. See Configure UTA/Module Types and Statuses for more information.

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Enable Standard Fields

Standard fields are built-in fields that track core record properties.

To enable standard fields:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the Level 1, Level 2, or Level 3 tab.
  4. Locate the General Settings section and click Standard Fields.
  5. Click the edit [pencil] icon next to the applicable standard field.
  6. Click the Caption field and enter the applicable information.
  7. Add any remaining applicable information, and then click Save.
NOTE  If a standard field is no longer needed, apply a Deny permission to it rather than disabling it. This preserves any data already stored in the field.

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Add Custom Fields

Custom fields collect information beyond the standard fields.

To add custom fields:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the Level 1, Level 2, or Level 3 tab.
  4. Locate the General Settings section and click Custom Fields.
  5. Click the New Field [+] button.
  6. Add the applicable information, and then click Save.
NOTE  Field names cannot contain spaces. Use CamelCase, snake_case, or a combination such as Serial_Number.
NOTE  Creating custom fields as common fields, rather than type-specific, simplifies reporting across multiple Level 1 types. Type-specific fields can be converted to common fields using the Convert to Common Field option in the action bar.

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Create a List View

A list view determines which fields users see when viewing the record list.

To create a new list view:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Level 1, Level 2, or Level 3 tab.
  3. Click the List View drop-down and click the gear icon next to System List Views.
  4. Click the New List View [+] button.
  5. Add the applicable information, and then click the Columns tab.
  6. Click the Add to new column [+] button next to the applicable fields, and then click Save.
  7. Click the Sort Order tab and determine which field you want to sort the list view by.
  8. Add any remaining applicable information, and then click Save.
NOTE  Four to seven columns is the recommended range for list view readability. Personal list views allow columns to be hidden for further customization.
NOTE  To hide a list view from end users while keeping it available for portal configuration, enable the Marked As Configuration Only toggle on the Properties tab. To allow users to download the list view to Excel, enable the export feature on the Export tab.

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