Custom Fields

Custom Fields are used when you cannot find a standard Momentus Enterprise field or column to sufficiently show or record information on a window, grid or report. Custom fields can be added to most areas of the system such as Accounts, Events, Service Orders and many more.

Most custom field types are used to display calculated information, rather than gather information. The one exception is the custom field type called Notes.

If you are using multiple Themes, it is important to add any new custom fields to all the themes they need to be displayed in. See Themes for more information.

In this article:

• Configure Custom Fields
• Custom Field Security

Configure Custom Fields

Navigating to the Add Custom Fields window

Creating your custom field always starts with the same process:

1. Navigate to the page or window where you want to display the custom field. For example, Add/Edit Event or Add/Edit Account.
2. Choose one of the following options, depending on where you would like to add the field: 
   • To add a custom field to the layout of a page or window: 
     1. In the lower right corner of the window, click Edit Layout. The Edit Layout window opens. If you can't see this field, you will need to be given access to the Allow Modification of Window Layouts access privilege.
     2. In the panel on the left side of the window, expand the Available Fields section. Proceed to step 3.
   • To add a custom field to a grid, as a column:
     1. In a clear space on the grid, right click > Show Columns. The Column Setting window opens.
3. Click the Add Fields dropdown and select the type of custom field you want to add.
   • Action or Link Fields: Create a link to show on the layout of a window or page, to open another window, page or external link.
   • Formula Fields: Using Excel formulas, add calculations or conditional information (display Yes if something is true or No if it is false) using other fields in the same subject.
   • Note Fields: An editable note field which is available directly on a page. This can streamline the process of adding a Note in window using the Add > Add Note option, and also removes the need to choose a Note Class. Instead, the Custom Field will have a Note Class assigned.
   • Plain Text Fields: Display instructions or information to your users as static text.
   • Summary Fields: Summarize numerical values using Sum, Count, Maximum, Minimum or Average within a single field. Summary fields are only available with the purchase of the Dashboard module.
   • Order Item Fields: Create fields which enable users to add Service Order Items directly on the layout of the Event, Function or Service Order windows. See Custom Service Order Items for more information.
4. The Add *Custom Field Type* Custom Field window opens. See below for instructions on how to add each type of field.

Action or Link Custom Fields

Action or Link custom fields allow you to create quick links to other commonly used pages, windows or external resources. This is helpful if you want to create a workflow where your users need to progress through steps in a process, or if there are pages, windows or URLs users are commonly accessing from another location within the software.

1. In the Add Action Custom Field window, enter the following information:
   • Label: Name for the action. This label displays as a hyperlink on the page or window, and when clicked, opens the window or URL selected in the Link drop-down (see below).
   • Subject: Defaults to the subject of the page you are on. You cannot change this when adding a field directly to a page or window, however you will be required to add this if adding a custom field from the Custom Fields page.
   • Link: Choose the Action or Link you want to use. In most cases, the name of the action opens the page of the same name. You can also add a custom link to this list, by configuring a custom link the Custom Reports and Links page.
   • Description: Summary of what the field will be used for. For Admin purposes only.
2. Expand the Advanced section. 
3. Select the Access Type for the action.
   • Only One User: Only the user selected in the drop-down can view the action.
   • Everyone: All users assigned to the theme can view the action.
   • Users and Roles: Only the selected users and/or roles can view the action.
4. Click OK. You return to the Edit Layout window.
5. Add the field to your window layout:
   
   • If you are adding the action link as a column in a grid, your field will automatically be added as the last column in grid. Skip to step 8.
   • If you are adding the action link as a field to a window or page layout, use the Search For field to locate the new custom field. The label you entered in step 2 will be the name of the field.
6. Click on the field, hold down the mouse button and drag the field to the right side of the window.
7. Place the field in the desired location of the page or window layout. There are no limits on where you can place the field. Make sure you are adding this to the correct theme. You can check the Theme field on the top right of your Edit Layout page. Users will need to have access to the relevant theme to be able to see this new custom field.
8. Click OK. The action hyperlink displays on the page or window. You may need to reopen the page or refresh the window to see the Custom field on the layout. If your custom field has been added as a column to a grid, make sure you save the column into the appropriate view.

Formula Fields

Formula fields are used to create calculated results using existing fields within the same subject. These calculations use identical language and logic to Excel formulas and can be displayed as columns on a page or as a field on the layout of an Edit window (Edit Account, Edit Event or Edit Service Orders). These fields are also available as wild cards in Word Templates, using the Office Add-In. 

1. In the Add Formula Field window, enter the following information:
   • Label: Name for the formula field. This label displays as the column name and field name on the window.
   • Subject: Defaults to the subject of the page or window you are on. You cannot change this when adding a field directly to a page or window, however you will be required to add this when adding a custom field from the Custom Fields page.
   • Formula: Excel syntax to create the formula for the field.
     • Use the star () button to insert wildcard fields. You can calculate these fields using Excel mathematical operations. Begin the expression with an equal sign (=) and then use mathematical operations between the fields.
     • Use the green check () button to verify the formula syntax is correct. 
     • Click the Click here for formula help link to view additional information for creating formulas. This will open an external Microsoft page for Excel function assistance.
   • Data Type: Display format for the formula field. Select one of the following:
     • Date Time: Used when the solution of the formula should be formatted as a date and/or time. When selecting Date Time, the following option will become available in the Format field:
       • Date: shows results in date only format.
       • Date & Time: shows results in date and time format.
       • Time: shows results in time only format.
       • Date & Year: shows results in date and year format.
       • Month: shows results in month only format.
       • Month & Year: shows results in month and year format.
       • Year: shows results in year only format.
       Date Time fields will display the same as what has been set in your local settings. To display in a different format, you would need to add this in to your formula.
     • Numeric - Used when the solution of the formula should be formatted as a number. When selecting Numeric, the following option will become available in the Format field:
       • No Decimals: shows results in numeric format with no decimal points.
       • One Decimal: shows results in numeric format with one decimal points. This option is available for all decimal formatting, up to 6 Decimals.
       • Currency: shows results in a currency format. The currency used will depend on the wild card fields used in the formula.
     • Text: Used when the solution of the formula should be formatted as text.
2. Expand the Advanced section. 
3. Select the Access Type for the formula field.
   • Only One User: Only the user selected in the drop-down can view the formula field.
   • Everyone: All users assigned to the theme can view the formula field.
   • Users and Roles: Only the selected users and/or roles can view the formula field.
4. Click OK. You return to the Edit Layout window.
5. Add the field to your window layout:
   
   • If you are adding the formula field as a column in a grid, your field will automatically be added as the last column in grid. Skip to step 8.
   • If you are adding the formula field as a field to a window or page layout, use the Search For field to locate the new custom field. The label you entered in step 2 will be the name of the field.
6. Click on the field, hold down the mouse button and drag the field to the right side of the window.
7. Place the field in the desired location of the page or window layout. There are no limits on where you can place the field. Make sure you are adding this to the correct theme. You can check the Theme field on the top right of your Edit Layout page. Users will need to have access to the relevant theme to be able to see this new custom field.
8. Click OK. The formula field displays on the page or window. You may need to reopen the page or refresh the window to see the Custom field on the layout. If your custom field has been added as a column to a grid, make sure you save the column into the appropriate view.

Examples of Common Formula Fields:

• 30 Days Prior to an Event Start Date

This formula calculates the date, 30 days prior to an Event Start date. 

=TEXT(DATE(YEAR({Start Date}),MONTH({Start Date}),DAY({Start Date})-30),"mm/dd/yy")

• Sum of Projected Revenue by Department to Create Total Projected Revenue

This formula field uses the totals of other custom fields (in this case Summary fields which calculate Total Revenue by Department) to calculate the total projected revenue of an event. It is created from the Edit Event window, which means the defaulted subject will be Events.

=sum({Deposit Charges}+{Equipment Charges}+{Insurance Charges}+{Labor Charges}+{Room Charges})

Note Custom Fields

A note custom field allows you to add a note without having to use the Add Note action from the right-click menu or using the Add button on the Notes tab. If you have to regularly add a certain note to an account, event, order or any other subjects, you can make this process easier by adding a note custom field. This allows users to enter the note directly on the window.

1. In the Add Note Custom Field window, enter the following information:
   • Label: Name for the note. This label displays on the window.
   • Subject: Defaults to the subject of the page or window you are on. You cannot change this when adding a field directly to a page or window, however you will be required to add this when adding a custom field from the Custom Fields page.
   • Note Class: Note class to assign to the note when it is added. Note classes can be configured on the Note Classes page.
   • Control Type: Select which kind of text formatting to use:
     • HTML editor - allows for text formatting.
     • Plain Text - text formatting is defaulted from the system configuration.
2. Expand the Advanced section. 
3. Select the Access Type for the note:
   • Only One User: Only the user selected in the drop-down can view the add note field.
   • Everyone: All users assigned to the theme can view the add note field.
   • Users and Roles: Only the selected users and/or roles can view the add note field.
4. Click OK. You return to the Edit Layout window.
5. Add the field to your window layout:
   
   • If you are adding the note field as a column in a grid, your field will automatically be added as the last column in grid. Skip to step 8.
   • If you are adding the note field as a field to a window or page layout, use the Search For field to locate the new custom field. The label you entered in step 2 will be the name of the field.
6. Click on the field, hold down the mouse button and drag the field to the right side of the window.
7. Place the field in the desired location of the page or window layout. There are no limits on where you can place the field. Make sure you are adding this to the correct theme. You can check the Theme field on the top right of your Edit Layout page. Users will need to have access to the relevant theme to be able to see this new custom field.
8. Click OK. The note field displays on the page or window. You may need to reopen the page or refresh the window to see the Custom field on the layout. If your custom field has been added as a column to a grid, make sure you save the column into the appropriate view.

Plain Text Custom Fields

Plain Text custom fields allow you to communicate information to your users, such as information about the fields your users need to fill out on the page, the steps in a complex process or reminder information.

1. In the Add Plain Text Custom Field window, enter the following information:
   • Label: Name for the note field. This label shows on the Edit Layout window when you are locating the field but does not show on the Add/Edit window when you view the custom field.
   • Subject: Defaults to the subject of the page or window you are on. You cannot change this when adding a field directly to a page or window, however you will be required to add this when adding a custom field from the Custom Fields page.
   • Plain Text: Text to display on the page or window.
2. Expand the Advanced section. 
3. Select the Access Type for the note:
   • Only One User: Only the user selected in the drop-down can view the text.
   • Everyone: All users assigned to the theme can view the text.
   • Users and Roles: Only the selected users and/or roles can view the text.
4. Click OK. You return to the Edit Layout window.
5. Add the field to your window layout:
   
   • If you are adding the text field as a column in a grid, your field will automatically be added as the last column in grid. Skip to step 8.
   • If you are adding the text field as a field to a window or page layout, use the Search For field to locate the new custom field. The label you entered in step 2 will be the name of the field.
6. Click on the field, hold down the mouse button and drag the field to the right side of the window.
7. Place the field in the desired location of the page or window layout. There are no limits on where you can place the field. Make sure you are adding this to the correct theme. You can check the Theme field on the top right of your Edit Layout page. Users will need to have access to the relevant theme to be able to see this new custom field.
8. Click OK. The text field displays on the page or window. You may need to reopen the page or refresh the window to see the Custom field on the layout. If your custom field has been added as a column to a grid, make sure you save the column into the appropriate view.

Summary Fields

Summary fields give you the option to bring numerical values from other subjects in Enterprise into the area you are working. For instance, it is possible to add all Service Order amounts into a summary field on an Event. These fields can calculate a total, average or a count of orders or order items. These fields are dynamic and will update when new data is added. Summary fields require the Dashboard Reports licence.

Summary Fields can be included in views for reporting purposes, added to Word Merge template documents to display totals, or incorporated into dashboards to provide high-level overview information about a particular area of the software. Summary fields are most often used with either order totals or order item amounts or totals, however it is worth exploring the other options to see what works for you.

1. In the Add Summary Custom Field window, enter the following information:
   
   • Label: Name for the summary field. This label displays as the column name and field name on the window.
   • Subject: Defaults to the subject of the page or window you are on. You cannot change this when adding a field directly to a page or window, however you will be required to add this when adding a custom field from the Custom Fields page.
   • Summary Subject: The element within the selected subject where information is retrieved to create the summary field. For example, selecting Service Orders in the Summary Subject allows you to create a summary field based on service order data.
   • Summary Operation: Mathematical operation for the summary field.
     • Average: Calculates the average of all values for the summary field. 
     • Count: Counts the total number of items for the summary field.
     • Maximum: Displays the maximum value of all the items for the summary field.
     • Minimum: Displays the minimum value of all the items for the summary field.
     • Sum: Adds together all values for the summary field.
   • Summary Field: Defines the value to be calculated based on the Summary Operation field. For example, if you select Sum as the summary operation and you select the Ordered Total summary field, then the new field will sum the Ordered Total for all service orders. The Summary Field is not available when Count has been selected in the Summary Operation.
   • Summary Filter: Click Select to filter the information used in the summary field calculation. The available filters change based on the selected Summary Subject. For example, if you select Service Orders as the summary subject, you can filter to only display Closed orders in the Service Order summary field.
2. Expand the Advanced section. 
3. Select the Access Type for the summary field:
   • Only One User: Only the user selected in the drop-down can view the summary field.
   • Everyone: All users assigned to the theme can view the summary field.
   • Users and Roles: Only the selected users and/or roles can view the summary field.
4. Click OK. You return to the Edit Layout window.
5. Add the field to your window layout:
   
   • If you are adding the summary field as a column in a grid, your field will automatically be added as the last column in grid. Skip to step 8.
   • If you are adding the summary field as a field to a window or page layout, use the Search For field to locate the new custom field. The label you entered in step 2 will be the name of the field.
6. Click on the field, hold down the mouse button and drag the field to the right side of the window.
7. Place the field in the desired location of the page or window layout. There are no limits on where you can place the field. Make sure you are adding this to the correct theme. You can check the Theme field on the top right of your Edit Layout page. Users will need to have access to the relevant theme to be able to see this new custom field.
8. Click OK. The summary field displays on the page or window. You may need to reopen the page or refresh the window to see the Custom field on the layout. If your custom field has been added as a column to a grid, make sure you save the column into the appropriate view.

Custom Field Security

To be able to add, edit and delete custom fields, you need to have the Allow Add/Edit/Delete System Custom Fields system access privilege. Users and/or roles assigned to the privilege can add, edit and delete system custom fields. Any users/roles not assigned to the privilege cannot add, edit and delete system custom fields. If no users/roles are assigned to the privilege, it is considered inactive and all roles/users can add, edit and delete system custom fields.

This access privilege is a system access privilege. You can access it from the System Access Privileges page.