Custom Field Types

You can define field level access to each custom field to ensure only the appropriate users can view or edit the data. 

Field Setup

When creating a new custom field, you will be guided through a three step process:

Step 1. Choose field type

At this step, you will have the opportunity to choose the field type you'd like to add to your form. Below is a list of field types:

• Account codes - Allows users to select a value from the list of account codes your company has set up on the project.

• Checkbox - Allows users to select a True (checked) or False (unchecked) value.

• Collection - Allows users to enter values for a collection of fields that display in a table-like view. The benefit of a collection is that it allows users to enter multiple rows of similar information.

• Collection (Reference) - Allows users to reference multiple other forms of a similar type in a collection view. 

• Date - Allows users to enter a date or pick a date from a popup calendar.

• Email - Allows users to enter an email address, which is validated to ensure proper format.

• Number - Allows users to enter any number. Leading zeros are removed.

• Number (Auto Number) - A system-generated sequence number that uses a display format you define.

• Number (Currency) - Allows users to enter a dollar amount and automatically formats the field as a currency amount.

• Picklist - Allows users to select a value from a list you define. You can also create a picklist from a "Picklist Option Set" you may have already set up. 

• Picklist (Cascading) - Allows users to link multiple picklists together and values of a subsequent picklist are dependent on what was selected in a previous picklist.

• Project Directory (Business) - Allows users to choose from a list populated by the businesses in the project directory.

• Project Directory (Contact) - Allows users to choose from a list populated by the contacts in the project directory.

• Text (Multiline) - Allows users to enter up to 2,500 characters on separate lines.

• Text (Multiline Rich Format) - Allows users to enter formatted text such as bold, italic, underline and more on separate lines.

• Text (Single Line) - Allows users to enter any combination of letters and numbers on a single line.

• URL - Allows users to enter any valid website address. When users click on the field, the URL will open in a separate browser window.

After choosing a field type, click the Next button to move on to step 2.

Step 2. Define field properties

Each new custom field will require you to define a field label. The field label is simply the name of your new field and is how others will view the field on the actual forms. 

You also have the opportunity to include help text. If you define help text, the field will show a small question mark icon which users can click on to learn more about how to fill out the field. It's best practice to include help text but not required. 

For simple fields such as an account code, checkbox, currency, date, email, number, text (multiline), text (multiline rich format), text (single line), or URL, after you fill in the field label you can move on to step 3. However, for all other field types, there is more to define than just the field label. You can learn more about the more those field types by visiting the pages below:

• Adding a custom Collection field

• Adding a custom Collection (Reference) field

• Adding a custom Number (Auto Number) field

• Adding a custom Picklist field

• Adding a custom Picklist (Cascading) field

Step 3. Define field access

Now that you've defined the field properties, you're ready to set field level access for your new custom field. Note: field access is only given at the project level. 

You'll see the access page is separated into two sections; Share Groups and Users. A Share Group is a group of users from the same company. You can learn more about Share Groups here.

For each Share Group or User, you have the opportunity to set of one of the following access permissions:

• No Access: The Share Group or User does not have any access to the field. They will not be able to view or edit the field.

• Read Only: The Share Group or User will be able to see the field but will not be able to edit the field.

• Read/ Write: The Share Group or User will have full access meaning they can both view and edit the field.

Note: By default, you will have Read/ Write access to the field because you are the creator of the field.