Custom Fields

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A-Suite's custom fields allow you to tailor your user experience to retrieve the exact data that you need from employees and candidates.

The feature allows you to create custom input questions and place them within the following configurable items: Jobs, Locations, Regions, Super Regions, Record Types, and User Groups.

Contents

What is a Custom Field/Audit Check?
How To Create Custom Fields
Managing, Editing, and Deleting Custom Fields
Types of Custom Fields
Adding Options To Selection Fields and Pretty Radio Buttons
Adding and Removing Custom Fields and Audit Checks To Configurable Items

What exactly is a Custom Field?

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To put it simply, a Custom Field is a request for a piece of information that you, the user, create and use to fit your needs.

Because each company's data collection is different, A-Suite makes it easy to create custom fields, and then use them in multiple places. What this means is that once you create a field, you can then put that question any place where it is required, and you do not have to re-create it each time you want to use it.

When you create a Job, Location, Region, Super Region, Record Type, or User Group, there are a number of generic fields that are pre-populated into each creation dialog box. Custom Fields allow you to add other more specific questions to the creation process.

What is an Audit Check?

An audit check is a question that is asked when an audit on a record is being performed. The items within an audit check serve as a checklist for the auditor to review and mark off during their audit process.

How To Create Custom Fields

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To create your custom fields, you can use the Custom Fields configuration tool or you can create them on-the-fly when you are in the process of creating or editing one of the configurable items above. When you go to add a custom field, there is a button allowing you to create a new entry right away.

Using the Configuration Tool

To get to the configuration tool, hover over Configuration, Customizable Fields, and then click Custom Fields. Here, you will see a list of all existing custom fields that you have made.

To start a new custom field question, click the "Add New Custom Field" button.

Creating Custom Fields On-The-Fly

When you are in the process of editing a configurable item, you will see a Create New button at the bottom of the Custom Fields selection list:

Clicking this button will take you to the dialog box to create a new custom field, and once you are complete, you will return to the screen you were working on.

The Custom Field Dialog Box

In the dialog box, give your custom field a name, type the question that you want to appear, and then choose the field type from the dropdown menu.

At the bottom of the creation dialog box, you can see a preview of what your custom field will look like in action.

The Name of your custom field must be unique and cannot be changed, and the Field Type cannot be changed later, either. Other fields (Question to ask and Options) can be changed at a later time.

 

Managing, Editing, and Deleting Custom Fields

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You can manage and delete your custom fields by navigating to Configuration, Customizable Fields, and clicking either Custom Fields or Audit Checks.

The information icon, represented by a "i" inside a circle, tells you where that custom field is currently used. Click the icon and your results will display in a pop-up window.

To edit or disable a custom field, click on the field you would like to change. In the dialog box that opens, you can make your changes to the question and available options (if applicable to the field type), or you can disable it by clicking "Disable" at the bottom. Similarly, if you open a disabled field, you can click "Enable" at the bottom of the dialog box to re-enable it.

Note that in order to disable a custom field, it cannot be currently in use on any of the configurable items in A-Suite.

Types of Custom Fields

Checkbox: A simple checkbox to indicate an answer of yes or no.

Date: A calendar to choose the date of an occurrence.

Date and Time: A calendar and clock to choose the date and time of an occurrence.

Date Range: A calendar view to choose a start and end date.

Select (single): A dropdown menu that allows you to select one option.

Select (multiple): A dropdown menu containing options with check boxes allowing you to select multiple options.

State (single): A dropdown menu that allows you to select one state or province.

State (multiple): A dropdown menu containing options with check boxes allowing you to select multiple states or provinces.

Text Area (small): A one-line text entry field allowing text input.

Text Area (big): A multi-line text entry field allowing longer text answers.

Pretty Radio Buttons (Only available for Audit Checks): Stylized selection boxes that turn blue when an option is selected.


It is recommended to keep the number of options low (3 or fewer) and the names of the options short (one to two words) when using these buttons because longer options can cause formatting issues in your browser. For longer options, we recommend using a Select (single) field.

Adding Options to Select (single), Select (multiple), and Pretty Radio Button Fields

When you create a Select field, you need to also add the available choices. This is done in the create custom field dialog box, in the field directly below the Field Type.

To add an option, simply type it into the field, and press Enter on your keyboard. The option will be placed into a list below the entry field, where you can click the trash can icon to remove it, or the pencil icon to edit the choice.

Here, you can also drag and drop choices up or down to determine the order that they appear in within the dropdown menu.

If you would like alphabetize the selection list, you have the ability to do so by clicking "Yes" under "Alphabetize the options above automatically?". Otherwise, they will be listed in the order you entered them into the Options field.

Adding and Removing Custom Fields and Audit Checks

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Once you have some custom fields and/or audit checks created, you can add them to your configurable items (Jobs, Locations, Regions, Super Regions, Record Types, User Groups) from within each area's configuration page.

There is a column for Custom Fields within the list shown when you click one of these configurable items. A red-highlighted custom field means that the field is required, while black-highlighted custom fields are not required. For this article, we will look at custom fields on Jobs.

Clicking a job will bring up the job's configuration dialog box. At the bottom is where you can select and arrange the custom fields you want to attach to that job.

Each custom field selected will appear in a list of each field, displaying the question and the type of field in parentheses.

You can drag and drop custom fields up or down to determine the order they appear in; however, required fields will always be on top of non-required fields.

When adding an Audit Check, every field added is required; there is no way to make an Audit Check item optional.

To add a new custom field to the job, click the dropdown menu and choose the field from the list, ordered by the question being asked. Once it is added, you can mark the checkbox on the right if you want it to be required. If the field you want to add has not been created yet, you can do so by clicking the Create New button.

To remove a custom field from the job, click the dropdown menu and click the trash icon next to the custom field that you want to remove. Clicking the trash icon will remove that custom field from appearing on that particular job only; it will not delete the custom field from your system.

If you remove a custom field from a job or other configurable item, the data is not deleted. This means that if you want to add the custom field back on to the configurable item at a later date, you can do so, and the old data will appear without having to re-enter it.