The Custom Fields functionality allows you to create and configure the different types of fields that are relevant for your organization when creating Document Types.
It can vary from one Document Type to another which fields may be relevant or not. Therefore, the system allows you to add Custom Fields on Document Type level, this way we ensure that every time a new Document is created in the system, all the right custom fields are available in the Document Form. These custom fields will appear at the end of the form in the order in which you choose.
Types of Custom Fields
There are many different field types to choose from. All of them can be set to be mandatory.
When creating a date field, you can determine if you would like for the field to include the Day, Month, and/or Year. Moreover, you can configure if, for example, the system should only allow for past or future dates.
The dropdown field allows you to add as many options as you need users to be able to select from. Also, it can be configured so that users can select multiple values from the dropdown and even allow them to introduce another value.
When creating an image field, you can configure the dimensions as well as the border the image will be given when uploaded.
In the case of numeric fields, no additional configuration is needed.
A text field will be shown as a single, one-line field in your form. It is mandatory to indicate the maximum number of characters allowed.
Text area field
These types of fields will be shown as a larger box for adding text. A text area is to be used when the idea is to add text that is longer than can be shown in a text field. In this case, you also need to indicate the maximum number of characters allowed. Text areas include text formatting functions.
When creating a range field, you will need to introduce the minimum and maximum range options.
You can introduce as many values as needed when creating checkbox fields. Checkboxes are to be used when it should be possible to select more than one option.
You can introduce as many values as needed when creating radio fields. Radio buttons are to be used when you only want users to select one option.
Grouped Custom Fields
It may be relevant to show various custom fields grouped together in the Document Creation Form. For this reason, Scilife allows you to create Grouped Custom Fields.
Firstly, create all the respective Custom Fields. Secondly, once all the fields have been created, create a new Custom Field with the desired group name. Then, select the Group toggle and add in all the desired Custom Fields.
Please bear in mind that once a Custom Field has been added to a Grouped Custom Field, it can no longer be used separately.
Grouped Custom fields can be configured to be repetitive. This means that when added to a Document, you can add as many as you need by clicking on the + icon that will show to the right of the field.
Adding Custom Fields to Document Types
Once the Custom Fields have been created and configured, then they can be added to your Document Types. Depending on each Document Type, it may be relevant to always use the same Custom Fields for all Document Types. Alternatively, you may end up using different Custom Fields for every Document Type. This is completely configurable within the system.
When adding Custom Fields to Document Types, you can select which Custom Fields are to be shown in the Document Form.
Custom Fields will always be shown at the bottom of the Document Form, after the standard system fields.