Custom Field Administration

Custom fields help provide needed information to end users, managers, and administrators, allow 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.

Select the specific area from left panel:

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 Custom Field

To add a access the page, select the Add Field icon on the User Record and Self Registration Custom Fields page.

Make a Custom Field Active or Inactive

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

Edit Custom Field

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

Remove Custom 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.