User-Defined Fields Tutorial

Overview#

• User-defined fields capture information the standard fields do not have, on customers, suppliers, their contacts, staff and My Organisation.
• The fields appear on a User Fields tab on the record.
• For every field type and option, see User-Defined Fields.

💡These tutorials explain how to add user-defined fields, give them a dropdown list or SQL lookup, arrange and preview them, fill them in on a record, and delete them.

How to Add a User-Defined Field#

1. Navigate to User-defined Fields.
2. Module = Select the module the field is for, for example, Customers.
   • Note: Without a module, the message Please select a Module. appears.
3. Click New (button) and fill in the new row:
   • Name = Enter a system name without spaces. Firebird reserved words, such as DATE, cannot be used.
   • Caption = Enter the label users see.
   • Editor = Select the field type, for example, Text, Number, Date or ComboBox (Fixed list).
   • Layout = Select Below, Column or Right to place the field.
   • Caption (position) = Select Hide, Left, Right or Top.
   • Width = Enter the width of the field.
   • Decimal = Enter the number of decimal places for a number field.
4. Click Save (button).

How to Give a Field a Dropdown List#

1. Select the field with the ComboBox editor.
2. Click the three dots (...) on the row, or right-click it, and select Edit Lookup List.
3. Enter the entries, one per line.
4. Click OK (button).

How to Look Up Values with SQL#

1. Select the field with the Lookup (SQL) editor.
2. Click the three dots (...) on the row, or right-click it, and select Edit SQL.
3. Enter the SQL and save it.

How to Arrange and Preview the Fields#

1. To change the order, click the three dots (...) on a field, or right-click it, and select Move Up or Move Down. To add a field above the selected one, select Insert.
2. Click Preview (button) to see the fields on a blank page.
3. Click Save (button).

How to Fill In User-Defined Fields#

1. Open the record, for example, a customer.
2. Click User Fields (tab).
3. Click Edit (button) and fill in the fields.
4. Click Save (button).
5. Note: Read-only fields are filled in by the database and cannot be changed.

How to Delete User-Defined Fields#

1. Navigate to User-defined Fields and select the module.
2. Select the fields (hold down Ctrl to select several).
3. Click Delete (button). At Delete all the selected Fields?, click Yes.