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
Hi
When adding a numeric user field the value '0' doesn't save within the area this has been added i.e. event standard fields, why is this the case?
Thanks
Kris
0 upvotes
Hi Kris,
See this thread that talks about the 0 entry into the UDF field: https://supportcenter.ungerboeck.com/hc/en-us/community/posts/115006932788-user-defined-field.
Thanks,
Maggie
0 upvotes
Is it possible for a validation table to return the results as a numeric value rather than text - I am want to use the selection in a custom formula field.
Thanks
Jo
0 upvotes
Hi Jo,
The validation table has to be text but you could have your numbers listed as text in the dropdown (eg ‘2’) and then could never them to numeric in the formula. In fact Excel automatically converts numbers stored as text, as numeric when you perform a math operation on them so you might not even have to convert them.
0 upvotes
Hi
Can we add UDFs to contracts?
Eddie
0 upvotes
I've added a couple of UDF's with Yes/No radio buttons on them. I've set the Protect on these to most of our users, but they are still able to edit.
Have I done something wrong, or can you not Protect UDF's from being edited?
Thanks
0 upvotes
Where abouts are you adding the UDF's? I have UDF's on the event page, and they are set to protect and it works fine there.
0 upvotes
Hello Eddie--
I have a question to ask you about adding UDFs to Contracts. Are you wanting to add a UDF merge field to a contract template or are you wanting to add a UDF to the Contracts window screen? Please let me know, I would be happy to assist.
0 upvotes
Would a custom field be what I would add if we wanted to have an open ended question in a registration ie: Please list questions for the Q&A session to be presented at the event.?
0 upvotes
Hi Kathryn,
Welcome to the Support Center! Yes, you would create a custom field. There's actually a video on how to do this specifically for Registration that you can watch that may help as well:
https://supportcenter.ungerboeck.com/hc/en-us/articles/360002277233
Thanks,
Maggie
0 upvotes
I'm not sure of your exact scenario, but I think you may be able to use notes too. The key difference being that UDFs are limited to 255 characters but notes are not.
0 upvotes
I would add a great advantage to UDFs as they can be added to the registrant grid and therefore used in an easy export to excel of registrant data.
0 upvotes
Hello.
When using a UDF with type "Event" (to allow a user to select an event), the typical "i" info peek bubble appears next to the dropdown list when a selection is being made, but disappears after saving the changes.
How can I get the info peek bubble to persist? Or, any suggestions on how to click thru to the event that's selected in the UDF?
Thank you,
Zak.
v20.9 and v20.93
0 upvotes
Is it possible to add more UDF database fields? We're needing more than the allotted 30 numeric database fields in the single Opportunity Type we are currently using.
0 upvotes
Hi Shelby,
The limit is 30 at this time but depending on what information you want to capture and where you want to capture it, our community may be able to offer some alternatives.
Thanks!
Maggie
0 upvotes
Hi there
I'm sure I've asked this before or seen a comment, but couldn't find it so apologies if doubling up here. In the above instructions under type you have the option for:
However, using this only provides access to a drop-down of "Space Types" not the actual spaces - which for us is pretty useless. Any chance we can access spaces through UDF?
Cheers
Jerry
0 upvotes
Hi Jerry,
You are correct and I've updated the article to specify that it is for space types. Thanks for letting us know about that correction.
There isn't a UDF drop-down option that connects to the existing spaces. You could use a validation table but it would be a manual process to keep the spaces and the validation table entries in synch with each other.
Thanks,
Maggie
0 upvotes
Thanks Maggie
Any chance access to the space master through UDF's will be available in the future - in the same way we can select accounts? Would be hugely beneficial, especially in the function master where we wish to tag additional spaces!
Cheers
Jerry
0 upvotes
Jerry - Could you elaborate a little more on what you are trying to accomplish? On functions, there is already a way to specify an anchor space as well as additional spaces.
0 upvotes
Hello,
I am trying to find out how to create a custom field that is a URL. Ideally, we want it to be something like:
If yes, please complete this form URL
Then we would like the URL to tale them to a new window. How would we set this up? I have selected "URL" as a custom field type but that doesn't seem to do anything.
Thanks,
Michelle
0 upvotes
Hi Michelle,
The URL custom field type is a field that would allow someone to enter a URL; the field label doesn't display as a URL which is what it sounds like you are wanting to do.
Is this something that you are putting on a public facing web page like registration or is this something you are wanting to add to a back office screen?
Thanks,
Maggie
0 upvotes
Hi Maggie,
This is something we want on a public facing web page (our OSB request forms).
0 upvotes
Hi Michelle,
I think this is something you'll want to handle on the form template or in the web skin. This is outside my experience so I'll send the question over to some others who work with this more often and see what they suggest. I'll post here when I hear back.
Thanks!
Maggie
0 upvotes
Michelle Herson - the best way to do what you are looking for is to use Custom Text in the Content Builder Layout. You can add wording and a html link/url in the Custom Text section and that will show as a link to the end user within OSB. There is a html tag you can use (target="_blank") that will ensure the link opens in a new tab/window.
0 upvotes
We have a current UDF field configured as numeric and then we merge that field into a document but it does not put a comma in (ex. it pulls thru as 15000 and we would like 15,000). The users are typing the comma in the UDF field. It seems like the value of setting as a numeric UDF is not working properly?
0 upvotes
Hi Helen,
Our Development team is currently in the process of reviewing a case entered for the issue you are reporting. There should be a correction made for this soon. If we have any further updates we will be sure to update this thread.
Thanks,
Ryan
0 upvotes
Hi Helen,
Development reviewed the case I mentioned in my previous post but it was not related to the issue you found. Can you please work with Client Care so they can get a case entered for you.
Thanks,
Ryan
0 upvotes
Is there not datetime option? It seems like we have date OR time, but no datetime? Seems a bit bizzarre.
Thanks
0 upvotes
Lee - We currently do not support this. I don't recall it coming up before but I'm sure someone has asked before. I'm guessing that some people have just collected it in two fields but I can see the benefit. What are some real world examples?
0 upvotes
Thanks Mike,
Our specific example is storing the date an order was interfaced with an external system. We can then determine if the order has been updated in Ungerboeck since then and sync accordingly.
I hope that makes sense.
L
0 upvotes
Please sign in to leave a comment.