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.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Compensation Custom Fields - Manage Grants ability to define custom fields for the employee compensation statement. This is an administrator permission. Compensation - Administration
Development Plan Custom Fields - Manage Grants access to create and edit custom fields used in development plans and templates. This is an administrator permission. Performance - Administration
Display all Training Custom Fields Enables display of all training custom field values including blank fields when viewing details of training on transcript. Without this permission, the custom field will only appear if it is populated with a value. This is an end user permission. Learning
Organizational Unit Custom Fields - Manage Grant Access to create and edit custom fields for Org Units. This is an administrator permission. Core Administration
Performance Review Custom Fields - Manage Grants access to create and edit custom fields for Performance Reviews. This permission can be constrained by OU and User's OU. This is an administrator permission. Performance - Administration
Self-Registration and User Record Custom Fields - Manage Grants access to manage custom fields for user Self Registration and the user record in Custom Field Administration. This permission can be constrained by OU and User's OU. This is an administrator permission. Core Administration
SF-182 Custom Fields - Manage Grants ability to manage SF-182 Fields (Governmental clients). This is an administrator permission. Limited Use/Obsolete
Succession Management Plan Templates - Manage Grants ability to create and edit Succession Management Plan (SMP) templates for use in assessing talent (incumbents and successors) in SMP tasks. This permission cannot be constrained. This is an administrator permission. Talent/Succession - Administration
Training Custom Fields Grants ability to create and edit custom fields to be used for one or more learning object types. This is an administrator permission. Learning - Administration
Training Request Form Custom Fields - Manage Grants access to create and edit custom fields used for Training Request Forms. This is an administrator permission. Training Forms Administration
Vendor Custom Fields - Manage Grants access to manage training vendor (provider) custom fields. Learning - Administration

An organization wants to track the number of interns who have become permanent employees. The administrator creates a User Record custom field titled "Intern" and makes it a checkbox field. The field appears on the user record so that interns can be identified as such. This custom field can then be reported on so that the organization can find out which employees had also been interns.

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. 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.