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,
I have followed the steps and created a few UDF's on Add Fulfillment Order screen. However, I don't see them appearing under Show Columns. I'm not sure if I'm missing anything in the setup
0 upvotes
Hi,
The user fields will not show on that screen. They will show on the fulfillment order screens but not the work order screens.
Thanks,
Maggie
0 upvotes
Is it possible to have a custom field that allows the registrant to choose more that than one field? Such as choose all that apply.
0 upvotes
Mary Jo,
When you are creating the custom fields you have the ability to select "allow multiple values," which will allow the registrant to choose more than one answer. It should be available under "Advanced" on the Add Custom Field window.
Thanks,
--Carrie
0 upvotes
Hi Maggie
Following on from your advice re creating UDF's for resources through the Purchaing/Inventory Module - what if we don't have the Purchasing/Inventory module? Does that then mean we're unable to create UDF's for Resources?
Just checking!
0 upvotes
Hi Jerry,
Because the Inventory/Purchasing Issue Types screen in part of the Inventory and Purchasing modules, you do need to own one of those modules for the resource UDF's.
Thanks,
Maggie
0 upvotes
Hi Maggie
So that's a "No" then, we can't create Resource UDF's if you don't have the Purchasing/Inventory modules!
Seems odd as resources are used across many modules of the system!
Would be great if this was looked into!
Cheers
0 upvotes
Hi Jerry,
I have raised this to our Product Management Team for further discussion.
Thanks,
Maggie
0 upvotes
Ref Custom Fields
I have entered in a custom field using DATEDIF for 2 date fields within opportunities, 1 date field is a UDF the other is the date field within opportunities and I am returning a '0' value
Below is the formula with a 'Numeric' Data type
DATEDIF({Date}, {Completion Date - Service Desk},"d")
Any ideas why this is returning a 0 value?
0 upvotes
Kris,
Can you send screenshots of the configuration for us to replicate and test?
Thanks,
--Carrie
0 upvotes
HI Carrie
Below in red is the fields I am referring to, the date field is within the opportunities, the completed date is a UDF field with a 'Type' of Date.
As you can see from the 1st screen below the date diff formula of 'Date' and' Completed date' with the return value of Date Difference as '0'
0 upvotes
Kris, try this:
0 upvotes
Still not working
0 upvotes
Hi Carrie I have tested this in a later version and this is working.
Answer to my question, we need to upgrade to .90
Thanks for your help
0 upvotes
@Jerry,
We have made changes so there is now a Resource/Inventory/Purchasing Issue Types screen. This screen is now available if you don't own Purchasing or Inventory so you can configure resource UDFs. The process for configuring them through the minor groups still applies but you now have access to the screen to create the UDF sets.
Thanks,
Maggie
0 upvotes
@Maggie - that's great news, thank you! Will this be in an upcoming version?
0 upvotes
@Maggie, This is fantastic news, and will be very interested in this. I hope its in the next release?
0 upvotes
It is in v20.9E.
Thanks,
Maggie
0 upvotes
Thanks Maggie, tested in 20.9E now and looks good.
0 upvotes
Hi, is there a way to create a UDF with more than 255 characters?
Thanks,
Simon
0 upvotes
Hi Simon, i'm fairly confident it isn't but depending on what you are trying to achieve inline notes may be of help (there are a few articles on here about them if you're not already familiar).
L
0 upvotes
Hi
Any update on adding a UDF to a service order this being available within edit layout screen.
Within the event management config it allows you to choose the UDF type for orders but they aren't available for selection.
Thanks
Kris
0 upvotes
Thanks Lee,
the notes are displayed in the form, but I can't display the info in a list. In this case, I try to deposit information about the catering of an event (just text, no service order items). Then I export the list of all events, that need catering and send the list to our caterer. I couldn't manage to integrate the notes-field into the list. If that was possible, inline-notes were the solution. I'm also fairly confident that UDFs are restricted in size, as their database-fields are nvarchar(255).
Any other ideas?
Simon
0 upvotes
@Simon - Yes, 255 is the character limit on a UDF. You do have the ability to show a note on the Events screen, Work Orders screen and Work Order Items screen, would one of those help get what you need?
https://supportcenter.ungerboeck.com/hc/en-us/articles/212010957-Displaying-Notes-on-the-Work-Orders-Screen
https://supportcenter.ungerboeck.com/hc/en-us/articles/212010917-Displaying-Notes-on-the-Work-Order-Items-Screen
https://supportcenter.ungerboeck.com/hc/en-us/articles/204563498-Adding-a-Column-to-Display-a-Note-on-the-Events-Screen
@Kris - I'm checking on the answer for your question and will reply as soon as I have it.
0 upvotes
Hi Maggie!
thanks for that information, it's working fine and very close to what I need. Is it possible to display a note like that in the room-bookings-list? That would be really helpful. Unfortunately, in the room-bookings, I can't display the event-note-field (which would be most helpful), only the room-booking-notes, and with them, there's only the note-sign, which is exported as "1" or "0". Is there any way to display the content of a note in the room-bookings-list? Similar to the work-orders(-items) and events?
Thanks
Simon
0 upvotes
@Simon - This isn't available on the Booking screen. Please enter an enhancement request with your business case for our Product Management Team to review for a future release.
@Kris - This hasn't been added to the Roadmap at this time.
0 upvotes
Thanks, Maggie,
I have entered the request.
Best, Simon
0 upvotes
Hi
Is it possible to add date field into the layout for a requisition? we would like to add a 'collection date'.
Thanks
Kris
0 upvotes
Hi Kris,
You can do this with a user defined field. See this article for configuring user defined fields for requisitions/purchase orders.
https://supportcenter.ungerboeck.com/hc/en-us/articles/115011738728
Thanks,
Maggie
0 upvotes
Hi Kris,
DO you have access to In/Out dates on the Requisition? This is controlled by a checkbox to enable and then you set the In/Out dates and times. Primarily for equipment hire but can be used for contractors etc.
0 upvotes
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