When you create reference-type or reference list-type custom fields, you need a container for the valid values which comprise the custom data for the custom field. The container for a custom field's values is called a custom data folder. After the container is created, you can add valid data values for the custom field.
Example
Suppose you want to categorize employees or customers by geographical region. You might create a custom data folder named "Regions" and add custom data values such as NW, NE, SW, SE. Suppose then that you create a custom field for Accounts Receivable customer records called "Sales Region". If you designate the field to be a reference field or reference list field, you can select the Regions custom data to be the source for valid values. Once the custom field is saved, you can open a customer record, select the Custom Fields tab, locate the Sales Region field, and specify whether the customer's sales region is NW, NE, SW, or SE.
Add custom data values- In the Navigation pane, expand the
- Click
. The New custom data value window opens.
- In the Identifier field, enter a valid value to allow in custom fields that reference the custom data.
- If the window includes a Custom Fields tab (this will only occur if custom fields are defined on the custom data folder), respond to the prompts on the tab as appropriate.
-
If needed, select the Other > Memo tab and enter a brief memo about the data value in the text box.
Example
If the data values represent geographical regions, you could use the memo to indicate which states are part of the region.
- Save the new custom data value.
Custom data does not have to be one-dimensional! Custom data folders can reference one or more custom fields. So your custom data value can represent a collection of custom fields and values, not just a solitary value.
Here's how to amp up your custom data:
- Create a custom data folder.
- Highlight the new data folder, right-click, and select Custom Fields from the shortcut menu.
- Create custom fields for the custom data folder.
- Add data values for the custom data folder, responding to the prompts on the Custom Fields tab.
Custom Data Value Record ID
References tab
This tab is visible only if a custom field on one or more entity records references a custom data value in the custom data folder that contains the current value.
This pane contains the HD view for the [Entities] folder filtered to show all entity records with a custom field value that matches the selected identifier.
Double-click a row in the pane to drill down to its record in the entity window.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Custom data security
Common accesses available on custom data
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on custom data. |
| Custom Fields | Create and edit custom fields for custom data. |
| Data | Have read-only access to custom data from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete custom data. |
| Edit | Edit custom data records. |
| Export | Export custom data records from ActivityHD. |
| Import | Import custom data records into ActivityHD. |
| New | Create new custom data records. |
| Read | Have read-only access to custom data records. |
| Report | Run reports with custom data information. |
| Report Designs | Create and edit report designs with custom data information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit action profiles and report profiles related to custom data. |
| Shared Filters | Create and edit shared filters on custom data. |
| Visible | View the Custom Data folder in the Navigation pane. |
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