Custom fields let you collect data about an entity which ActivityHD does not already collect. Once a custom field is set up for an entity, a Custom tab is added to each entity record of that type so that you can enter data for the custom field.
Note
If you plan to create a reference or reference list field that doesn't reference an existing data folder, you should first set up a custom data folder with custom data values.
Create a custom field- In the Navigation pane, highlight the entity folder you want to create a custom field for, e.g., Vendors or Employees.
- Right-click the entity folder and select Custom Fields from the shortcut menu. The Custom Fields window opens.
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Enter a unique Name for the custom field. This is the label that will appear on the custom field on Custom tabs.
Tip
If you are creating a reference field or a reference list field based on custom data, AccountingWare recommends that you give this field the same name that you assigned to the custom data folder you will associate with the field.
- In the Group field, specify the group heading to include the custom field under on the Custom tab. Do one of the following:
- If other custom fields have been set up for the entity, group headings may already be defined and added to the drop-down list. If an existing group is appropriate, select it from the drop-down list.
- If an appropriate existing group heading does not exist, enter a group heading in the field.
- If you do not want to assign the custom field to a group, leave the field blank. Unassigned custom fields are shown at the bottom of the list of fields on the Custom tab.
- In the Sort Order field, enter the position you want the custom field to occupy within its group. If you enter a position already occupied by a field, ActivityHD automatically adjusts the sort order to accommodate this custom field. If you want the field to appear last in its group, you can leave this field blank. ActivityHD will automatically assign the next available number for the group to the field.
- In the Hint field, type a brief hint for users to see when they hover over the custom field.
- In the Data Type field, select the type of data you want the custom field to accept. Your options are:
- Date. Accepts a date or a date expression.
Exchange Folder. Accepts an Exchange folder path. When this data type is used, a new tab labeled "Exchange Folder" is added to the entity record to show the contents of a public folder in Exchange.
ActivityHD assumes the "\\Public Folders\All Public Folders" part of the path, so you only need to enter the remainder of the folder path.
Example
If the Outlook Address field shows "outlook:\\Public Folders\All Public Folders\Company Vendors\Bank", enter \Company Vendors\Bank as the Exchange folder path.
- File. Accepts a file path or allows you to browse to a file. When this data type is used, a new tab is added to the entity record to show the shared file. The tab only displays if the file exists and is readable by the user. Some uses for this data type include photos, contract documents, and scanned invoice images.
Internet Address. Accepts any Internet address that is allowed by Microsoft Internet Explorer. When this data type is used, a new tab is added to the entity record to show the web page designated in the custom field.
Note
The web browser control supports web pages which use the standards-based !DOCTYPE directive in Internet Explorer 11 "Edge" mode.
- Memo. Accepts up to 8000 text characters and allows multi-line editing. The Length field becomes visible when you select this option so that you can specify the maximum number of characters allowed in the custom field.
- Network Folder. Accepts a network folder path or allows you to browse to a folder. When this data type is used, a new tab is added to the entity record to show the contents of the network folder. The tab only displays if the file exists and is readable by the user.
- Number. Accepts a number consistent with the scale designated. The Scale field becomes visible when you select this option.
- Reference. Accepts a valid value from a list of values. Valid values for a reference field come from an existing data folder or are defined in a custom data folder. The Reference field becomes visible when you select this option so that you can select the data folder that contains the valid values for the custom field.
- Reference List. Similar to a "Reference" field, except that multiple values can be selected in a reference list field. The Reference field becomes visible when you select this option so that you can select the data folder that contains the valid values for the custom field.
- Text. Accepts letters and/or numbers. The Length field becomes visible when you select this option so that you can specify the maximum number of characters allowed in the custom field. A text field can accept up to 8000 characters. Unlike a memo field, a text field does not support multi-line editing.
- True/False. Displays as a checkbox. Mark the checkbox to indicate "True". Ensure the checkbox is cleared to indicate "False".
Note
Once a custom field is created, the data type can only be changed if the original data type is compatible with the new data type.
- To require that users enter a value in the custom field, mark the Required checkbox.
- To have ActivityHD create an index on the custom field to improve performance, mark the Indexed checkbox. The checkbox is disabled if you select "Reference List" in the Data Type field.
- If you selected "Number" in the Data Type field, the Scale field becomes visible. Enter the number of decimal places (0-4) to allow for values entered in the custom field.
- If you selected "Reference" or "Reference List" in the Data Type field, the Reference field becomes visible. Select the data folder or custom data folder that contains valid values for the custom field.
- If you selected "Text" in the Data Type field, the Length field becomes visible. Enter the number of characters to allow for values entered in the custom field.
- If entries in the custom field must be unique, mark the Unique checkbox.
- The New Copy checkbox is marked by default. If you want the value in the custom field to be copied to the new record whenever a new copy of the entity is performed, ensure this checkbox is marked. If you do not want the value to be copied, clear the checkbox.
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The Default field is enabled after you select a value in the Data Type field. Enter the value to load by default in the custom field. This field is required if you marked the Required checkbox.
Note
When you save the custom field record, ActivityHD will prompt you whether to load this value in the field for all existing entity records.
- In the Check text box, enter a SQL expression to establish criteria for what can be entered in this custom field. This field is optional.
- If you want to provide help text for the custom field, select the Help Text tab and enter it in the text box.
- Save the new custom field.
- In the Navigation pane, highlight the entity folder you need to delete a custom field for.
- Right-click the entity folder and select Custom Fields from the shortcut menu. The Custom Fields window opens.
- In the Custom Field list box, highlight the custom field to delete.
- Select
> Edit > Delete. You are prompted to confirm that you want to delete the custom field. - Click Delete.
Custom Field Record ID
The name of the custom field. This is the label that will appear on the custom field on Custom tabs.
Tip
If you are creating a reference field or a reference list field that doesn't reference an existing data folder, AccountingWare recommends that you give this field the same name that you assigned to the custom data folder you will associate with the field.
Custom Field tab
- Date. Accepts a date or a date expression.
Exchange Folder. Accepts an Exchange folder path. When this data type is used, a new tab labeled "Exchange Folder" is added to the entity record to show the contents of a public folder in Exchange.
ActivityHD assumes the "\\Public Folders\All Public Folders" part of the path, so you only need to enter the remainder of the folder path.
Example
If the Outlook Address field shows "outlook:\\Public Folders\All Public Folders\Company Vendors\Bank", enter \Company Vendors\Bank as the Exchange folder path.
- File. Accepts a file path or allows you to browse to a file. When this data type is used, a new tab is added to the entity record to show the shared file. The tab only displays if the file exists and is readable by the user. Some uses for this data type include photos, contract documents, and scanned invoice images.
Internet Address. Accepts any Internet address that is allowed by Microsoft Internet Explorer. When this data type is used, a new tab is added to the entity record to show the web page designated in the custom field.
Note
The web browser control supports web pages which use the standards-based !DOCTYPE directive in Internet Explorer 11 "Edge" mode.
- Memo. Accepts up to 8000 text characters and allows multi-line editing. The Length field becomes visible when you select this option so that you can specify the maximum number of characters allowed in the custom field.
- Network Folder. Accepts a network folder path or allows you to browse to a folder. When this data type is used, a new tab is added to the entity record to show the contents of the network folder. The tab only displays if the file exists and is readable by the user.
- Number. Accepts a number consistent with the scale designated. The Scale field becomes visible when you select this option.
- Reference. Accepts a valid value from a list of values. Valid values for a reference field come from an existing data folder or are defined in a custom data folder. The Reference field becomes visible when you select this option so that you can select the custom data folder that contains the valid values for the custom field.
- Reference List. Similar to a "Reference" field, except that multiple values can be selected in a reference list field. The Reference field becomes visible when you select this option so that you can select the data folder that contains the valid values for the custom field.
- Text. Accepts letters and/or numbers. The Length field becomes visible when you select this option so that you can specify the maximum number of characters allowed in the custom field. A text field can accept up to 8000 characters. Unlike a memo field, a text field does not support multi-line editing.
- True/False. Displays as a checkbox. Mark the checkbox to indicate "True". Ensure the checkbox is cleared to indicate "False".
Note
Once a custom field is created, the data type can only be changed if the original data type is compatible with the new data type.
The value to load as the default value in the custom field. A default must be provided if the Required checkbox is marked. This field is disabled until a value is selected in the Data Type field.
Note
When you save the custom field record, ActivityHD will prompt you whether to load this value in the field for all existing entity records.
Help Text tab
Other tab
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