User-Defined Fields

1. From the Contact Manager, click one of the following on the left menu: Contacts, Accounts or Opportunties (these three applications have Admin functions). Then, click Admin on the button bar. Click Edit UDF's on the button bar of the Admin menu.
   
   
   
2. By default, no UDFs are defined for a group. In order to add UDFs, click the Add button on the screen. If UDFs are already present, click the Add More button. A popup window, as shown below will appear. The display name is shown on the next screen.
   
    
   
   
   
   

   Field Type

3. Many field types are available. Each field type has a different functionality. They are as follows:
   
   
   • List - This provides a dropdown list for the user. List field types must be configured by an administrator by adding list values to the list (see Configuring List Fields, below, for further information).
   • Date - A date field shows up with a calendar icon. It can be clicked to select a date to insert into the field. Dates can also be added manually to the field using the "mm/dd/yyyy" format. Date fields are vaildated to ensure that an actual date is entered.
   • DateTime - A date/time field is similar to a date field, with the addition of a time selector dropdown list.
   • Short Text - A text field that can contain up to 30 characters.
   • Long Text - A text box that can contain up to 255 chracters.
   • Huge Text - A text box that can contain up to 5000 chracters.
   • Number - A number-only field. This field is validated upon saving to ensure that only a numeric value is added.
   • Float - A number that contains a decimal point. This field is validated to ensure only a numeric value is entered.
   • Email - A text field in which an email address is typed. It is validated to ensure that an email address is entered.
   • Currency - A numeric field that allows two decimal places to be entered (i.e., 120.00)
   • Boolean - A boolean field is displayed with a checkbox. It is a "yes/no" field.
   • Short Text Lookup - A short text lookup field displays with a (...) button next to it. Text can be directly added or selected from a list of values that appears when the button is clicked. The values that appear come from the corresponding field of other contacts that have been entered.
   • User List - A dropdown list that contains the current OfficeClip group members.
   • Owner List - A list that shows owners of the object.
   
   

   Mandatory Fields

4. If you wish to make certain fields mandatory when information is entered either for a new contact or an existing contact, check the field in the Mandatory column corresponding to the field you wish to make mandatory. The fields will appear with a "*" next to them in the contact entry/edit screen.
   

   Restricting a Field's Editability by Role

5. You may wish to make certain fields editable by only certain roles in your group. To select the role you wish to grant edit privileges, select the role in the dropdown. By default, the "All Members" role has edit privileges for each field. For more information on roles and privileges, please see Setup by clicking Setup on the toolbar.
   

   Configuring List Fields

6. A list field appears as a dropdown on the contact create/edit screen. Click the Configure List Items link next to the list field in the Functions column of the main UDF screen. A window pops up (see below). This allows you to add/remove list items, select the default list items to be displayed on the New Contact screen, and change the order in which they appear in the list.
   
   
   
7. To add an item, type the name in the Item Name field and click Add.
8. To delete an item, click the Remove button next to the field you wish to remove.
9. To change the position of an item as it appears in the list, click the up and down arrows.
10. To select a default value, select a value from the Default Value dropdown.
11. Click the Close button to close the window.