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Configure User Defined Fields (UDFs)/Custom Field Sets

Comments

107 comments

  • Laura Webb

    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.

  • Carrie Spalding

    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

  • Leslie Sawyer

    Can you merge custom sets to create one large one from several? You mention retire one, where do you do that?

  • Carrie Spalding

    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

  • David Clifton

    Can you create a UDF so that it can be used on the 'Add Purchase Order Item ' window?

  • Maggie U.

    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

  • David Clifton

    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?

  • Maggie U.

    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

  • Kieron Marshall

    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.

  • Maggie U.

    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

  • Kieron Marshall

    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?

  • Maggie U.

    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

  • Kris Corrigan

    Hi

    How can we add a user field to a fulfillment order in V19

    Thanks

    Kris

  • Carrie Spalding

    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

  • Sam White

    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.

  • Carrie Spalding

    Sam, only one opportunity type can be assigned to fields, sorry!

    --Carrie

  • Katie Nord

    Are these instructions geared towards version 20.6?

  • Carrie Spalding

    Katie, the instructions are for version 20.8 and higher.

    Thanks!

    --Carrie

  • Permanently deleted user

    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

  • Carrie Spalding

    Hi Zak!

     

    As of version 20.82 (P) you can add UDF's at the Service Order Item level.

     

    --Carrie

  • Permanently deleted user

    Carrie - we've now updated to 20.8: what's the step to have UDF's assignable at the SOI level?

    Thank you.

    Zak.

  • Maggie U.

    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

  • Shibin V P

    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 !

  • Kris Corrigan

    When adding a UDF to a service order why cant this be moved within edit layout to another section.

  • Carrie Spalding

    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

  • Carrie Spalding

    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

  • Chuck Catotti

    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.

  • Carrie Spalding

    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

  • Jeni Rivera

    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

  • Carrie Spalding

    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

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