Custom Field Administration

Custom fields provide information needed by end users, managers, and administrators allowing organizations to create precise reports and gather important data.

Administrators can add an unlimited number of customizable fields. Each custom field has a unique email tag that can be used in system generated email communications.

To view and manage custom fields, go to Admin > Tools > Core Functions > Custom Field Administration.

Custom Field Areas

To create a custom field for a specific area, select the link from panel that appears on the left side of the Custom Field Administration page. The following custom field areas are available:

Search Custom Fields

Administrators can search for an existing custom field by name, field type (e.g., checkbox, short text field), and active status. Depending on the custom field type (e.g., Organizational Units, Training, User Record), additional filters may be available.

Add Field

To add a custom field, click the Add Field icon when viewing the page for the specific custom report area.

Activate or Inactivate Field

To change the Active status of a custom field, select or unselect the Active checkbox in the Active column.

Edit Field

To edit a custom field, select the Edit icon in the Options column for the custom field.

Remove Field

To delete a custom field, select the Remove icon in the Options column for the custom field. Custom fields cannot be deleted if they have been used. For example, if a User Record custom field has been used on at least one user record, the field can no longer be deleted. However, it can be made inactive. When a field is inactive, it remains visible where it has been used, but it is read-only.

Important: If you delete a custom field, it will be permanently deleted in the system and any data associated with this field will also be deleted. Alternatively, you may edit a custom field to remove visibility from all training types to retain data for reporting purposes.

Custom Field Creation Rule

If an administrator is constrained to creating custom fields for a particular OU, that administrator can only view the custom fields they create, if they are in that OU as well. For example, if an administrator A has permission to create custom training fields, and this permission is restricted to Division A, then administrator A can only create custom fields for users who are in Division A. Further, administrator A can only see custom fields within Custom Field Administration which they created or were created by another administrator who is also allowed to create custom fields for Division A. If another administrator has the same permission but is restricted to Division B, the two administrators cannot view the individual custom fields created by each other on the Custom Field Administration page or anywhere else on which the custom field displays.

As a best practice, an administrator's permission to create custom fields should only be restricted to divisions to which they belong. Because an administrator's view of custom fields is restricted by their constraints, if an administrator's permission to create custom fields is restricted to a division in which they are not a part of, that administrator cannot see the custom fields that they create.