Store custom information for Accounts

Steps to create an Account-based Custom Field

1 Create a Custom Field
2 FAQs

Related Help Guide Pages

Custom Fields

Learn how to store custom information for Accounts

Do you need to store extra information about your customer Accounts that isn’t captured by default in accessplanit? This guide will show you how to create Account-based Custom Fields to store information that you need for your processes!

For example

You can use Custom Fields to record if a customer is a 'Key Account'
You can use Custom Fields to store a reference ID/number about your Accounts for an integration

This page will walk you through the steps to create a Custom Field for your Accounts to store additional information about your customers.

Create a Custom Field

Follow these steps to create a new Custom Field for your Accounts

Open the ‘Accounts’ DataGrid from your Main Navigation Menu on the left
This will open the Accounts DataGrid
Right-click on any existing Account & select ‘Edit’ option
Review the ‘Account’ page decide which section on the page you would like your new Custom Field to be placed
You can choose from the following sections:
1. Identify
2. Overview
3. Employment
4. Taxation Details

Open the ‘Administration’ menu from the Profile options at the top-right of your platform

This will open the Administration Menu

Open the ‘Custom Fields’ menu option to access the page where you can create & manage your platform’s Custom Fields

Click the ‘Add Custom Field’ button at the top of the DataGrid

This will open the ‘Add Custom Field’ pop-up box

Add a name for your Custom Field

Please Note!

If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'. This is because numbers can affect the Audit Logs if you choose to have this enabled

Optional - Add a description for your Custom Field
This will appear as help text for your field later so that your team understand what this field is for

Choose your Custom Field Type using the drop-down menu

Text - Use this type for Custom Fields that will store words or sentences; for example, labels, descriptions, or general notes.

Number - Use this type for Custom Fields that will only store numbers, for example, quantities or scores.

Date - Use this type to add a calendar-style field that will store a date, for example, due dates or birthdates.

Checkbox - Use this type for Custom Fields which will be a simple checkbox; it’s ideal for yes/no questions or marking something as done.

Drop Down List - Use this type for Custom Fields where you’d like people to choose from the list of options in a drop-down menu. When you select this type, a new box will appear so you can add the choices you want to include.

Select ‘Account’ from the drop-down menu for the ‘Module’
This tells your platform which area to store your Custom Field in
Now choose which ‘Page’ the Custom Field will be visible on
Account-based Custom Fields can only be added to the ‘Details’ page
Select which section on that page your Custom Field will be added to
Use the ‘Share with modules’ drop-down to choose which areas of the system (Modules) you’d like this Custom Field to appear in
This means you’ll be able to include it in those DataGrids, making it easier to report on alongside other information from those modules
If you would like this Custom Field to be available to include in the content of Emails sent from your platform (e.g. include if they are a key account in the email), check the ‘Include in Text Templates’ option
Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.

If you would like this Custom Field to be available to use as a rule in your Workflows (e.g. only trigger the Workflow for key accounts), check the ‘Include in Workflows’ option
Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.

If you would like this Custom Field to be audited (e.g. keep track of when Accounts are set as key accounts), check the ‘Include in Audit Logs’ option
Click the ‘Save & Close’ button to create your Custom Field
Return to the Accounts DataGrid and add the new Custom Field column to your DataGrid
Once you have added the Column to the Accounts DataGrid, you can then use the ‘Quick Edit’ button to enter information into your new Custom Field. Alternatively, you can Bulk Edit the information into your Custom Field from the Accounts DataGrid

Top tip!

You can now add this Custom Field as a column in your Accounts DataGrid to view and manage it alongside your other Account information. Read more about managing your DataGrid columns.

FAQs

Can I change which page/section the Custom Field is displayed in later?

Yes, you can change the page/section that your Custom Field has been added to. You cannot change the Name or Type of the field once it has been created.

Can I see who makes changes to my Custom Field?

Yes, as long as the ‘Include in Audit Logs’ box is checked when you create or edit the Custom Field. This setting means any changes made to the value stored in that field will be tracked in the Audit Logs. You’ll be able to see what the value was changed from and to, when the change happened, and who made it! Please note This audits the values added or updated in the field, not changes to the field itself (like renaming or repositioning the field). Please Note! If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'. This is because numbers can affect the Audit Logs if you choose to have this enabled

Can I search using my Custom Fields in my DataGrids?

This isn’t possible but it is possible to apply Filters using your Custom Fields!

Can I delete Custom Fields?

Best practice is hiding Custom Fields from view via the Configure Forms option, however, if you do need us to Delete a Custom field, we recommend contacting the Support Team - in order to delete the field, the support team will need to be contacted within 15 minutes of the field creation.

Once a drop-down box Custom Field has been Created, is it possible for us to change the options included?

Yes, this is possible! Just edit the Custom Field from the Custom Fields DataGrid in Administration and add your new options.

Can a Custom Field be renamed?

No! Custom Field names cannot be edited/changed

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Store custom information for Accounts

Steps to create an Account-based Custom Field

Related Help Guide Pages

Create a Custom Field

FAQs