21.4.3. User-Defined Fields

A main Opportunities feature, the ability to add custom fields enables users to manage more specific Opportunity items than the fixed fields provide. In addition, these fields can be used in Opportunity reports and filters that are defined by the user.

Click Contacts on the main toolbar, and then click Opportunities from the left toolbar. Click Admin on the button bar and finally, select UDFs on the Admin button bar.
By default, no UDFs are defined for a group. If you want to edit an existing UDF, click the icon to the right of the UDF you want to modify. In order to add UDFs, click the Add UDF button on the screen. A popup window will appear. The display name is shown on the next screen.
Type in the name you wish to have the UDF displayed as. The following sub-sections will describe in more detail each of the other fields in the Add UDF screen.
When you have finished filling in the fields, click Save to save the UDF and have it displayed in the Opportunities application.

21.4.3.1. Field Type

User-defined fields allow you to choose from a variety of field types, each of which has a different function. You can choose the field type from the drop down list. More information about the Field Types is described as follows:

Field	Description
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 validated 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 characters.
Huge Text	A text box that can contain up to 5000 characters.
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 Opportunities that have been entered.
User List	A dropdown list that contains the current OfficeClip organization users.
Owner List	A list that shows owners of the object.

21.4.3.2. Mandatory Fields

If you wish to make certain fields mandatory when information is entered either for a new Opportunity or an existing Opportunity, check the box beside the Mandatory field. The fields will appear with an asterisk * next to them in the Opportunities entry/edit screen.

21.4.3.3. Restricting a Field Edit-ability by Role

To make certain fields editable by only certain roles in your organization, select the role you wish to grant edit privileges from the drop down list. By default, the "All Users" role has edit privileges for each field. Selecting a particular role to have edit-ability privileges means that other roles will not be able to make any changes to that particular user-defined field. For additional information on roles and privileges, please see Setup by clicking Setup on the toolbar.

21.4.3.4. Configuring List Fields

A list field is a dropdown box with a list of available choices relevant to the field. To edit dropdown list items, click the icon in the Functions column on the right side. A window pops up which allows you to add or remove list items, select the default list item to be initially displayed, and change the order in which they appear in the list.
To add an item, type the name in the Add New field and click Add.
To delete an item, click the icon next to the field you wish to remove.
To change the position of an item as it appears in the list, click the icons.
To select a default value, select a value from the Default Value drop down list.
Click the Save button to save settings or Cancel to exit without saving.