User Defined Fields (UDFs) and Custom Field Sets are a way to add custom information, often question and answers, to various areas of the software. Custom Field Sets are used for Registration custom fields and UDFs are used elsewhere in Momentus Enterprise; however they are very similar in how they are configured. Some areas of the software where UDFs are used include Accounts, Contacts, Opportunities, Events, Functions, Registration Orders and Registrants, Service Orders, Purchase Orders, Booths, Exhibitors and more. They are also available in public-facing applications such as Exhibitor Portal, Session Proposals and Exhibitor Service Center.
You may see the terms custom fields and user defined fields (UDFs) throughout the software. The names are used interchangeably, though in registration they are referred to as custom field sets and adding them to your pages is a slightly different process.
Custom Field Sets and UDFs can be text fields, check boxes, radio buttons or drop-down menus which allow single or multiple answers. These can be set as mandatory fields and made dependent on other fields, meaning if you select specific answers, additional questions and answers are available. For example, a preferred airline UDF is available with a Yes or No answer. If you select Yes, a list of airlines display for you to choose.
In this article:
To configure UDFs:
- Determine the fields (questions) you need.
- Create a list of answers (Validation Tables) if any of the fields require a drop-down, check box or radio button.
- Create the fields (UDFs or in the case of registration, Custom Field Sets).
After you determine the fields you need for your UDFs/Custom Field Sets, you need to create the answers in a validation table if any are requiring a drop-down with answers.
Create a Validation Table (Answers)
- From the Main Menu, search for and select Custom Field Validation Table Lists. The Custom Field Validation Table List page opens.
- Click Add. The Add Custom Field Validation Table List window opens.
- Enter the necessary information:
- Description - Name of the validation table such as Yes/No Answers or in the above example, Airlines.
- Control Type - Type of answer to use:
- Check Box - Displays a check box next to each answer.
- Drop-Down - Displays the available answers in a drop-down list.
- Radio Button - Displays the available answers as radio button selections.
- Length - Number of characters allowed for each answer.
- Select the Validation Entries tab.
- Click Add. The Add Validation Entry window opens.
- Enter the necessary information:
- Description - Answer to display to the user.
- Display Line - Order the answer displays.
- Code - Unique alphanumeric code not displayed to the user.
- Default - If checked, the answer is the default answer for the list.
- Click OK to save and close the window or click Save and Add New to add additional answers.
- Once you have all answers entered, click OK.
Create the UDFs (Questions)
This step creates and names the set which contains the UDFs. Each Enterprise feature which allows UDFs has its individual Opportunity Type or Issue Type (Purchase Orders, Accounts, Events). See the links at the bottom of the article to learn where you need to add each set. The below steps assume you are adding the set to the Opportunity Type - Event Sales screen.
- From the Main Menu, search for and select Opportunity Types - Event Sales. The Opportunity Types | Event Sales page opens.
- Click Add. The Add Opportunity Type page opens.
- Enter the necessary information:
- Description - Description of the UDF set, such as Corporate Sponsorship or Preferred Airlines.
- Status - Active opportunity types are available for selection as UDFs. Retired opportunity types are not available for selection as UDFs.
- Allow Duplicates - Not applicable for UDFs. Leave unchecked.
- Show Sales Fields - Not applicable for UDFs. Leave unchecked.
- Show Salesperson - Not applicable for UDFs. Leave unchecked.
- Show Event - Not applicable for UDFs. Leave unchecked.
- Code - Unique alphanumeric code.
- Category - Select Fulfillment File.
- UDF Only - If checked, the opportunity type is available only for UDFs and not available when adding opportunities or issues to accounts and contacts.
- Require Tracking Number - Not applicable for UDFs. Leave unchecked.
- Auto Assign Tracking Number - Not applicable for UDFs. Leave unchecked.
- Click Save (disk icon). The information saves and the page updates to Edit Opportunity Type. You have now created the UDF set and can create each UDF field (the questions to ask).
- Select the Custom Fields tab.
- Click Add. The Add Custom Field window opens.
- Enter the necessary information:
- Description - Question or label for UDF which displays to the user.
- Type - Type of field to use:
- Alphanumeric - Allows you to enter any characters into the field. If using a Validation List, you must select Alphanumeric as the Type.
- Blank Line - Enters a blank link for the user field set. Used to separate information in a UDF set.
- Contact - Drop-down listing the contacts for an account.
- Customer - Drop-down listing the accounts that exist in the software.
- Date - Date field with a two digit year format.
- Event - Drop-down listing the events that exist in the software.
- Full Year Date - Date field with a four digit year format.
- Header - Creates a header for grouping information in a UDF set.
- Job - Drop-down listing the jobs which exist in the software.
- Member - Drop-down listing the member accounts that exist in the software.
- Numeric - Allows you to enter only numeric values into the field.
- Percent - Allows you to enter percentage values into the field.
- Personnel - Drop-down listing the personnel accounts that exist in the software.
- Space - Drop-down listing the space types which exist in the software.
- Supplier - Drop-down listing the supplier accounts which exist in the software.
- Time - Displays a time field.
- URL - Allows you to enter a URL.
- Validation Table List - If the UDF requires answers, select the validation list created in the Create a Validation Table section. Leave blank if no answer set is needed.
- Required - If checked, the UDF is required and users cannot proceed without entering or selecting a response to the UDF.
- Expand the Advanced section.
- Enter the following information:
- Database Field - Defaults to the next available field in the database. You can change this to another field if needed. You can only use each field one time. There is a limit to the field types which require a database table record. You can see on the dropdown how many are available.
- Characters - Allowed number of characters for an answer.
- Allow Multiple Values - A drop-down validation field needs to be selected for this check box to be available. If checked, you can select multiple values from a drop-down list. If you allow multiple values, the Parent Field is disabled and dependent UDFs are not available.
- Parent Field - If using dependent UDFs (where one UDF's answers are dependent upon another UDF's answers), select the Parent Field to use. See Dependent Custom Fields/User Defined Fields (UDFs) for more information.
- Decimals - Number of decimals for Numeric and Percent Type fields.
- Select the Display Options Tab.
- Enter the following information:
-
- Bold, Italicized and Underline - If desired, check the appropriate check box to format the UDF description.
- Color - Text color for the UDF description.
- Display Line - Order the UDF displays on the screen.
- Label Above Field - If checked, the UDF description displays above the textbox.
- Box Height and Box Width - Dimensions for the UDF answer textbox.
-
- Select the Relationships tab to create any necessary Parent/Child UDF fields. See Dependent Custom Fields/User Defined Fields (UDFs) for more information.
- Click OK. Continue adding all necessary UDFs for the UDF set.
If any UDFs need to allow a zero (0) value instead of a blank value in a numeric field, you also need to configure the software to allow for this.
- From the Main Menu, search for and select Organization Parameters. The Organization Parameters page opens.
- Select organization parameter AA (application) 990 (code).
- Right-click and select Edit. The Edit Organization Parameter window opens.
- Enter Y into the Value field. This allows you to enter and save a zero (0) value into a UDF.
- Click OK.
Once you create the UDF or Custom Field set, you can assign it to the necessary area of the software. To assign a Registration Custom Field set see:
To assign a UDF set to the relevant area of the software, see:
- Assign User Defined Fields (UDFs) to Accounts
- Assign User Defined Fields (UDFs) to Contacts
- Assign User Defined Fields (UDFs) to Event Opportunities
- Assign User Defined Fields (UDFs) to Events
- Assign User Defined Fields (UDFs) to Functions
- Assign User Defined Fields (UDFs) to Service Orders
- Assign User Defined Fields (UDFs) to Service Order Items
- Assign User Defined Fields (UDFs) to Purchase Orders and Requisitions
- Assign User Defined Fields (UDFs) to Resources
- Assign User Defined Fields (UDFs) to Fulfillment Orders
- Assign User Defined Fields (UDFs) to Booths
- Assign User Defined Fields (UDFs) to Exhibitors
- Assign User Defined Fields (UDFs) to Inventory Items
- Assign User Defined Fields (UDFs) to Fixed Assets
- Assign User Defined Fields (UDFs) to Suppliers
Comments
109 comments
Hello. Is it possible to retire a UDF? One of our UDFs is currently part of a Custom Field Set assigned to registrants. We've used it on two events that have past, but don't need it for the future. We'd like to keep the data from the past events so deleting doesn't seem appropriate. We also want to keep the rest of the questions in the set for future events, but don't want this particular question to populate.
0 upvotes
Laura,
While it's possible to delete the UDF from the system it's probably not the most desirable solution as the answer to the question will still display on your previous events, though the question itself will not appear.
A more desirable solution would be to copy the registration custom field set, creating a duplicate set of the questions. You can then delete the UDF from this new set, retire the original, and use the new one for future events. This will allow you to maintain the older data from past events.
Thanks!
--Carrie
0 upvotes
Can you merge custom sets to create one large one from several? You mention retire one, where do you do that?
0 upvotes
Leslie,
Unfortunately at this time you can't merge UDF sets. If you'd like to see that functionality in the software, please submit an enhancement request to supportcenter.ungerboeck.com.
To retire an Opportunity Type (question set), simply change the status of the set to Retired, via the Edit Opportunity Type window.
Thanks!
--Carrie
0 upvotes
Can you create a UDF so that it can be used on the 'Add Purchase Order Item ' window?
0 upvotes
Hi David,
UDFS are available to be used on the Add Purchase Order screen but they aren't available on Add Purchase Order Item. However, depending on the information you would like to capture, you can configure Inline Notes to be available on Add Purchase Order Item. See this article to learn how to configure inline notes:
https://supportcenter.ungerboeck.com/hc/en-us/articles/205568477
Thanks,
Maggie
0 upvotes
OK great thanks Maggie.
I actually want to add a validation list field to a purchase order so I dont think inline notes will work for that.
I have created the opportunity type and assigned it the category of Fulfillment File, and added the custom field but it wont show up on the Edit Layout screen fields for the add purchase order screen. Have I missed a step?
0 upvotes
Hi David,
You'll need to add it to the purchase orders area. To do this, click on Purchasing Configuration (v19) from the Main Menu. On that screen, in the Other section, there is a Purchase Order Issue Type drop-down. Select the issue that you created from that drop-down. After saving, you should then be able to see them on your Edit Layout.
Also, make sure you created your opportunity type in the Inventory/Purchasing Issue Master so it's available in the drop-down.
Thanks,
Maggie
0 upvotes
How do you setup UDF's for Resources? I can't seem to find the option to specifiy which Opportunity type to use for resources.
0 upvotes
Hi Kieron,
To configure UDF's on Resources, you need to assign the opportunity type to the Minor Inventory Group in the Resource Issue Type drop-down. After you assign the opportunity type, then go to the Resource and assign the minor group to the resource. The UDF's will then be available for the resource.
Thanks,
Maggie
0 upvotes
Hi Maggie thanks, I have gone and created a Minor, when I click on Resource Issue Type drop-down nothing populates from my opportunity types
When I click add nothing happens either.
Is there something I am perhaps missing?
0 upvotes
Hi Kieron,
Make sure you create the UDF's in the Resource/Inventory/Purchasing Issue Types and that the status on them is set to Active.
Thanks,
Maggie
0 upvotes
Hi
How can we add a user field to a fulfillment order in V19
Thanks
Kris
0 upvotes
Kris,
Those can be set on the Event Sales Configuration window in v20. There is a drop down menu under "User Defined Fields" specifically for Fulfillment Orders.
You would first create the user fields in the Opportunity Types window, under the appropriate configuration, and then assign them on the configuration screen for that area.
Hope that helps,
--Carrie
0 upvotes
Hi there, if we have hit the 50 field limit already. Is it possible to have the fields pull from TWO different opportunity types?
E.g hit the 50 limit in one, then create a second one to continue fields.
This is because we use the fields to record extra info on an event in the 'OTHER' section/TAB of the event.
0 upvotes
Sam, only one opportunity type can be assigned to fields, sorry!
--Carrie
0 upvotes
Are these instructions geared towards version 20.6?
0 upvotes
Katie, the instructions are for version 20.8 and higher.
Thanks!
--Carrie
0 upvotes
Hello,
I've successfully added UDFs to Resource Items, but would like those field to also appear at the Service Order Item level. Is that possible?
Thank you,
Zak.
V20.7
0 upvotes
Hi Zak!
As of version 20.82 (P) you can add UDF's at the Service Order Item level.
--Carrie
0 upvotes
Carrie - we've now updated to 20.8: what's the step to have UDF's assignable at the SOI level?
Thank you.
Zak.
0 upvotes
HI Zak,
Here is an article with steps on adding UDF's to service order items:
https://supportcenter.ungerboeck.com/hc/en-us/articles/222139447
Thanks,
Maggie
0 upvotes
Hey can we relate a UDF with a custom field ?
For example I have a formula field in service order item which returns Yes or No. Can I create a UDF with drop down values Yes / No and use this as a filter to retrieve all the service order items with formula field value Yes/ No. ?
Or is there any other option to achieve this?
Thank you !
0 upvotes
When adding a UDF to a service order why cant this be moved within edit layout to another section.
0 upvotes
Kris,
Service Order (and Function) UDF's are assigned at the event level, so the Edit Layout window would need to be data-dependent so as not to show every UDF label on every custom field set assigned to Service Orders in the system. The Software Engineering team is aware of this need, but it is not currently on a development roadmap.
Thanks,
Carrie
0 upvotes
Shibin,
There is no way to tie a UDF together with a formula field. We also looked into the possibility of you using the formula field as a filter, but unfortunately this isn't possible either. It is available as a column, however, so it may be possible to do some sorting and grouping as a sort of work-around. It’s hard for me to to say without more information. I would suggest that you speak with your consultant, who may be able to provide a more detailed solution.
Thank you!
--Carrie
0 upvotes
Is there a way to have a blank txt field linked in a parent/child relationship to another set of UDF fields? For example, in registration, a UDF set for dietary/meal choices with the last choice being "Other" and when other is selected, a blank field displays for the other information to be entered.
1 upvotes
Chuck,
I'm sorry, at this time that's not an available functionality. If you would like to see it added, please submit an enhancement request.
Thank you,
Carrie
0 upvotes
Hello,
Is it possible to remove UDFs from a registration configuration that was copied from a past event as some of the UDFs are no longer valid?
Thank you,
Jeni
0 upvotes
Hi Jeni,
Yes, it's possible to do this. You can remove dependent custom fields, account UDFs, custom field sections, etc, from appearing in public registration.
You can also remove the entire UDF set, or change it to a different one. If you try to remove or change the UDF set entirely, and it's still being used somewhere else in your configuration (i.e. as Dependent Custom Fields on an item, or a custom field section on the form template), you will get a validation message telling you where the field is being used, and then you will need to go there and remove it - then you can change or remove the entire UDF set.
Thanks,
--Carrie
0 upvotes
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