Custom Fields Overview
Custom Fields are used if you need to store specific information against an item in accessplanit (a Delegate, Course Date, etc.), but this isn't currently a standard field on the platform.
Custom Fields created in this area can be added as merge fields in emails, but cannot be used as merge fields in Document Templates or used in Imports.
Once created, Custom Fields cannot be renamed or easily deleted, so it's worth double-checking the options before saving the new field. We recommend to create these in the Sandbox first, if you have one, so they can be fully tested.
To learn how to set up Custom Fields, click here.
Where to find Custom Fields
Click on the Profile Icon at the top right hand side of the platform and select Administration:
Within this page, click the menu option Custom Fields:
Creating Custom Fields
Custom Fields can be added within the following modules:
Courses
Course Templates
Delegates
Users
Companies (Accounts)
Invoices
Opportunities
User Awards
When creating Custom Fields, there are a few things you'll need to fill out:
Name
This is the label that will be used on your Custom Field throughout your platform.
Type
This is the format of the field. Here, you can create:
Free Text fields
Numeric fields
Checkbox fields
Date fields
Drop-down fields
Please note: Drop-down options have a character limit of 100 characters
Location
This is where your Custom Field will be displayed within the platform.
Share With Modules
This option can determine which other neighbouring modules can use this Custom Field. For example, a Custom Field in the User module can also be shared with the Delegate module.
Include in Text Templates
Ticking this box determines whether or not the Custom Field is available as a merge field in your Text and Email Templates.
Include in Workflows
Ticking this box determines whether or not the Custom Field is available as a setting Workflows.
Custom Fields as Email Recipients
If you have a Free Text Custom Field on your platform that you would like to use as a recipient for a Workflow Template, this is possible, however the Module of the Workflow Template must match the Module of the Custom Field.
The Include in Text Templates and Include in Text Templates check boxes will need to be ticked for the Custom Field too.
For example, if the Custom Field is labelled 'Secondary Email Address', you will be able to use the below as the recipient within the Advanced function:
[ParseEmailAddress(@@CF_Secondary_Email_Address)]
Note
As this is a Free Text field, any data can be input here, and so if an admin enters anything other than an email address in this field and the object then triggers the workflow, there will be an error.
FAQs
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 (01524 398 841) - in order to delete the field, the support team will need to be contacted within 15 minutes of the field creation.
Once a Custom Field has been Created, is it possible for us to change the options Included in Workflows or Text Templates?
This is not possible - the option cannot be changed/altered after the Custom Field has been created/saved.
The Custom Field will need to be created again via the add button.
Can I trigger a workflow once a Voucher has been purchased using Custom Fields?
No, the Invoice / Credit note module custom fields are only available in the Bulk Edit area because there isn’t an “Edit Invoice/Credit Note“ page like there is for Users, Courses and the vast majority of the other DataGrids.Can I update Custom List Items for Custom Fields?
Yes, you can do this by going to Profile>Administration>Custom List items and searching for the Custom List Item you wish to update.
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