User Defined Fields

Published: March 16, 2016

Learn how to setup and configure User Defined Fields (UDFs) in contact, loans, and tasks

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In this video, I’m going to show you how you can configure your user defined fields. We have user defined fields throughout the system. You’ll notice that we have some under Contact Setup. Under Contact Type. There’s 50 user defined fields under Contact Details, 50 under Contact Demographics, and 50 under Contact Financials totaling 150 user define fields that can be configured for each contact type. If we expand Loan Setup and go to Loan Portfolio, we can define different loan portfolios and each portfolio will have its own unique set of 100 user defined fields. There 50 located under Loan Detail 1 and 50 located under Loan Detail 2. So I’m going to select Loan Portfolio #1 and we can start defining our user defined fields.

So I always started on user defined fields #1 and this field is going to be Martial Status and right now as a type of drop down. We can add a Default Value into that field or you can make the field Disabled, Required; meaning that a user will not be able to navigate away from a contact or loan record if that user defined field is required without putting a value in that field. We have the Hide Box which will make that user defined field invisible and it would not appear on the screen when that contact or loan record was navigated to. We have Read Only which would make the user defined field not available for editing. And last we have Mixed Case which would allow upper and lower case characters in that field. So I can define all of this in these cells here on the grid or I can scroll all the way to the right and click on the ellipses button and be taken into another menu with a little more functionality in terms of defining your user defined field. So we can see what we already defined for this UDF (User Defined Field) is auto-populated here with the label being Martial Status. If the field was going to be a text field, we would have to choose whether the field will held more than 50 characters or is 50 characters efficient to hold whatever data you’re going to store that user defined field. If you’re going to be storing data that is going to be longer than 50 characters you need to check the Unlimited Text Size box. Once that box is checked you can also check the Rich Text Format which gives you more formatting options in terms of the characters that can be entered into the UDF. Moving on, we have a numeric field. With a numeric field selected we have a little calculator applet that appears in the field and we can choose how many decimal places this user defined field will track. We can go up five decimal places. We can set a max and min value for appropriate values that can be entered into the cell. Keep in mind, if you want the cell to capture negative values you’ll want to set the min value to less than zero. If you select the Date Field, you’ll have a little calendar applet where you can click on that calendar icon and navigate to the day that you’d like to select from the calendar. You can back out by clicking on this white area here and navigate through by decade or by year.

The next field is the Drop Down Field. Notice that we have two Drop Down Fields. So this was what the original setting was for this user defined field and I created some options here. Let’s put in single, I’ll add another option for married, lastly, I’ll put one in for divorce.

Now I want a user navigate to this user defined field and wants to put in a value in that field they have some options to choose from and they can select from that drop down list, but this drop down field allows you user input they don’t have to just select from the available options that have already been configured, they can type in their own. And whatever they type in would be accepted by that field. Now, if we selected drop down field only they would be unable to type in their own entry.

Moving onto the check box, if we have a user defined called a Check Box with a check box type, it’s going to create a user defined field just like what we see here, with a blue little check box, just like down here. We see the label so it would say marital status and a check can go into the box or there would be no check.

Next is a Button. It’s going to create a user defined field with something similar with this ellipses button here where once the button is clicked, a Script that is inputted in this area of the screen will then be executed.

Last is a Documents UDF and it would create a button that would open up a location where documents could be uploaded into the database for that loan or contact for whatever record you’re on. Again, we have some of the same options we talked about in the previous window; disabled, required, hide, read only, and allow mixed case. Going back to the Script button, you can ever VB Script or C Script into this area. The last button on this screen is the advanced field and if we click on the ellipses we can position where this user defined field should display on the screen so we can select the appropriate width and height of the user defined field and the position on the screen. How far left and how far up.

Another way where you can define how those user defined fields will display in terms of positioning is by going to the user defined field itself. So in this case I’m going to go the contact detail tab. I’ll get on a record and I’m going to right click on one of the cells. When I do so I get this menu and I can go down to Edit Screen Layout. If I select Edit Screen Layout, the user defined field show which user defined field number they actually are. You can now reorganize or resize any of these fields. If you hold down the control key, you can select multiple entries and move them together. We can also create lines or boxes around our user defined fields to separate them from the other ones. I can drag these little black squares in the corners of the user defined fields to resize the field itself and the label. If you’re happy with your changes, click on the save button or click cancel and exit the editor without making any changes. And that’s how you add a user defined field into NLS.