Custom Fields Tab of User-Defined Components Form

Use the Custom Fields tab to add, modify, or delete fields on standard and user-defined components in Info Centers and Activity Manager.

Contents

Field	Description
Application	From the drop-down list, select the application for which you want to create or modify user-defined fields. This list includes standard and user-defined Info Centers.
Type	This field is based on the selected Application. An application that is shipped with Ajera CRM displays as a Standard type. A user-defined application displays as a Custom type.

Custom Fields Grid

Grid Options

Field	Description
Custom Fields Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. When the Print Preview form displays, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into this field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	Click this option to enter a new user-defined field in a blank row in the grid. The blank row is inserted below the user-defined field that is selected.
Find	Click this option to open the Find User Defined Field Label dialog box and search for specific text in the Label column on the Custom Fields grid. Ajera CRM searches the grid and stops on the first row that contains the text.
Find Next	Click this option to locate the next instance of the text that you entered on the Find User Defined Field Label dialog box. Each time that you click this option, Ajera CRM searches the Label column on the Custom Fields grid and scrolls to the next instance of the text.
Move Up Move Down	To change the order of user-defined fields in the grid, select the user-defined field, and then click either Move Up or Move Down on the grid toolbar to move the field up or down in the grid. This determines the order in which the fields display on lookups and reports.
Delete	To delete a user-defined field from the grid, select the user-defined field's row and click this option.

Grid Fields

Field	Description
Tab	Select the tab on which you want the user-defined field to display. Both standard and user-defined tabs for the selected application display in the list. You cannot change the tab for a previously saved user-defined field that has had Screen Designer changes made to it.
Label	Enter a name for the user-defined field, such as Birthday. This name displays as the label for the field on the tab. IMPORTANT: If data from a user-defined field will be merged throughout Custom Proposals, do not use any special characters or symbols (for example, !, @, (, ), `, ', [, ], {, }, or &) in user-defined field labels. If you do, GovWin Capture Management displays an error when you attempt to save the user-defined field. When you modify a label name after the user-defined field has been in use, and you have saved searches, you may need to make changes in these saved searches.
Database Column Name	This is the name that is used internally by the Ajera CRM database for a user-defined field. It does not display on a tab. The name that you enter in the Label field prefills in the Database Column Name field and is preceded with Cust. For example, if you enter Birthday in the Label field, CustBirthday prefills in the Database Column Name field. You can modify the prefilled entry in the Label Database Code field, but it must begin with Cust. If you omit Cust, Ajera CRM automatically inserts it when you save the entry. You can enter 96 characters in this field.
Data Type	Select the data type for the user-defined field. Some of these options are lookup list fields. Lookup lists are fields in which you can search for and select a particular Info Center item, such as account, contact, or employee. When you select a data type for the field and data is entered into that field, you cannot change the data type, with the exception of Character, Dropdown, and Lookup. These three types are compatible and interchangeable. If you want to change data types other than these, you must delete the user-defined field and re-add it. The General tab of a new user-defined Info Center must contain at least one field whose Data Type is either Record ID or Name. The maximum is one Record ID and three Name fields per tab. You have the following options: Account — Creates an Account lookup list field. Character — Creates alphanumeric values. Check Box — Determines if the field is a Yes/No check box. When the field is selected (checked), a value of Y is entered into the database. When the field is cleared, a value of N is entered into the database. Client — Creates a Client lookup list field. Contact — Creates a Contact lookup list field. Currency — Select this option to create a currency field for a monetary amount. Date — Creates a field that contains a date value. The field includes a pop-up calendar that users can access from the arrow to the right of the field value. DropDown — Creates a drop-down list field. If you select this option, you create the entries that appear in the list using the List of Values field. Employee — Creates an Employee lookup list field. When you create an employee data type, Ajera CRM adds two new fields to the lookup for that Info Center: one for the employee name and one for the employee number. The employee number search field is compatible with the "is me" operator, so that you can use that operator for user-defined employee type fields. For example, if you create a user-defined Client Info Center field called Special Contact, Ajera CRM creates two search fields, Special Contact and Special Contact Number. The Special Contact Number field can be used with the "is me" operator. Lead — Creates a Lead lookup list field. Lookup — Creates a lookup list field similar to a drop-down field, except that you select a value from the list using a lookup. If you select this option, you create the entries that will appear on the lookup, using the List of Values field. Marketing Campaign — Creates a Marketing Campaign lookup list field. Memo — Creates an RTF (rich text format) field for formatted text. Name — This data type is available for user-defined Info Centers. You can have a maximum of three Name fields, which are used to identify the record on lookups, in searches, and on reports. If you have more than one name field, they are concatenated together in the order that they occur in the grid and then separated by a space. Use the Up and Down arrows to place the names in the correct order in the grid. The General tab of a new user-defined Info Center must contain at least one field whose Data Type is either Record ID or Name. The maximum is one Record ID and three Name fields per tab. When you enter a lookup to find a record, the Name and Record ID fields are searched. Numeric — Creates a numeric field. If you select this option, you can enter the number of decimals used in the number in the Decimals field. Opportunity — Creates an Opportunity lookup list field. Organization — Creates an Organization lookup list field. Project — Creates a Project lookup list field. Record ID — This data type places a numeric identification field on the user-defined Info Center record. If used, the Record ID field must be unique for each record. The General tab of a new user-defined Info Center must contain at least one field whose Data Type is either Record ID or Name. The maximum is one Record ID and three Name fields per tab. If the user-defined Info Center has no Name field, then the Record ID field is used to identify an associated record in a lookup field. Text Library — Creates a Text Library lookup list field. URL — If you select this data type, you can enter and save a Web site address in the field, which you can then click to automatically launch the site in a new browser window. Vendor — Creates a Vendor lookup list field. User-Defined Info Center Lookup — When you create a user-defined Info Center, a data type is added to the list for that user-defined Info Center. You can create user-defined Info Center lookup fields on standard and user-defined Info Centers.
Display Width	This setting determines the number of characters you want to display for the field. Ajera CRM calculates how wide the field should be on the screen based on the fonts used in Ajera CRM. Basically, Ajera CRM multiplies the number in this field by 6 to arrive at the number of pixels in the field. For example, if you enter 20, then the number of pixels for the field is 120. Remember, you can always adjust the size of the field with the Tab Designer.
Lines	If you selected Memo in the Data Type field, this field allows you to determine the number of lines of allowed text in the Memo field. Basically, if you use a size 8 font in this field, then the number you enter here is equal to one line of text.
List of Values	If you selected Dropdown or Lookup in the Data Type field, use the List of Values field to enter the items that display in the drop-down list. When you click this field, Ajera CRM displays a Column Values dialog box.
Include in Report Total	Select this option if you want a total to display for a list of numbers in reports. This option applies to Numeric and Currency data types only. If you plan to include a user-defined field on a report with a graph, you must select this option so that Ajera CRM is able to set the scale appropriately for the graph.
Decimals	If you selected Numeric in the Data Type field, use the Decimals field to determine the number of decimal points in the number. For currency, this defaults to your currency format (2 for U.S.)
Minimum Value	If you selected Numeric or Currency in the Data Type field, use the Minimum Value field to determine the minimum number that the user can enter in the field. If you leave this field blank, no minimum value is set. In other words, you can enter a negative number. To allow a minimum of any non-negative number, enter 0.
Maximum Value	If you selected Numeric or Currency in the Data Type field, use the Maximum Value field to determine the maximum number that the user can enter in the field. If you leave this field blank, no maximum value is set.
Mobile CRM Section	Use this drop-down to select the Mobile CRM tab where the user-defined field appears on Mobile CRM.
iAccess Tab	Use this drop-down to select the iAccess tab where the user-defined field appears in iAccess for Vision.
Required	Select this option if the field is required for CRM users. In other words, the record will not be saved for CRM users if no data is entered in this field.
Default Value	Enter the default value that prefills for the user-defined field. The Default Value field is available only when you select the following data types in the Data Type field: Checkbox — The default value for this data type is N. However, you can change it to Y, but you cannot leave the value blank. Date — You can either enter the words Current Date or enter a date. If you enter Current Date, new records always default to the current date. You can also select a date from the calendar icon in this field. Lookup and Dropdown — If the data type is either Lookup or Dropdown, the Default Value field contains a Lookup icon. Currency and Numeric — Enter any valid numbers. Character and URL — Enter any alphanumeric characters.
Standard Search By	This option is only available for user-defined Info Centers. Select this option to allow the user to search by this field in the standard search for user-defined Info Centers. The default for this option is not selected.
Display in Result List	This option is only available for user-defined Info Centers. Select this option to include the field in lookup results lists when searching for a user-defined Info Center record. The default for this option is not selected.
Required Level	This option is only applicable to the Project Info Center and is only available if the field is required. The options are: All Levels — Select this option if you want the field to be required at all levels (for example, project, phase, task). Project — Select this option if you want the field to be required at the top level only (project only) and not at lower levels. Lowest — Select this option if you want the field to be required at the lowest level (the charging level) of any given node of a particular project. For example, when a new phase is created for a project, the field is required even if the project has other phases that have tasks. If a specific phase already has a task, the field is not required at the phase level.