Custom Fields

This article was developed to describe the custom fields feature available for us within Forth CRM. This article includes the following topics:

• Overview
• Accessing and Adding Custom Fields
• Custom Field Types
• Form Builder
• Using the External ID Field

Overview

Custom Fields are fields that can be used in addition to Standard (System) Fields to save information about the client. They can be added to In-Take Forms within the CRM. Custom Fields are available as different Field Types based on the type of information you are trying to save (i.e., Date, Text, Price, Multiple Choice...).

No limits exist to the number of custom fields that can be created.

As with standard fields, they can be enabled for use with a co-applicant and made mandatory for an enrollment plan to be saved.

Accessing and Adding Custom Fields

1. From the Contacts tab, click Custom Fields.The Custom Fields Page opens.
   

   The page is divided into three distinct sections:   (1) Module to Add/Edit existing Custom Fields. (2) Already existing custom fields, their type, and how often they are used. (3) Click on these icons to edit existing individual custom fields.

2. Do the following to set up a Multiple Choice custom field. Click the image to enlarge.
   
   

   NOTE: Once saved, you are not able to change the field type.

   
   

   (1) Input the field Name / Label. (2) Select the field Type from the dropdown menu . If editing an existing custom field, the "Type" option is unavailable. To change it, you need to create a new Custom Field. (3) Add an optional Description for the field. (4) If creating a “Multiple Choice” field, you can add another option by clicking the Add Another Option link (see the red arrow on the image to the left). (5) To remove options, click the red circle icon to the right of the input field for the option label. (6) Save the Custom Field by clicking the "Save" button. To save the field as a new field, click the "Save As New" button instead.

    

   NOTES
   Custom fields can be edited or updated after creation. However, the field "Type" cannot be changed. Example: To change a custom field from "Text" to "Multiple Choice" you need to add a completely new field.
   
   Custom Field names cannot be longer than 100 characters. It is always best to keep field names concise. Creating a field with name as a phrase or question is not advised. Field labels can be used on the intake form to display a longer message when viewing the form. 

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Custom Field Types

List of commonly used field types

• Check Box: Provide multiple checkboxes to be available to select multiple options.
• Date: Allows for a date to be chosen.
• Multiple Choice: Allows options available in a drop-down menu.
• Multiple Select: Similar to multiple choice but allows the user to select multiple options.
• Number: Specific number field containing two (2) decimal places. (Use Text for whole numbers).
• Paragraph: Allows a larger free-form entry beyond the character limit of a text field.
• Price: Input field for currency.
• Radio Buttons: Similar to Check Boxes, options are marked with a radio button, but only one selection can be made at a time.
• State: Provides a populated list of the 50 US States and Canadian Provinces.
• Text: A blank field allowing up to 140 characters to be entered.  (most commonly used).

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Form Builder

For assistance with adding Custom Fields to your In-Take Form, please view our Form Builder Article.

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Using the External ID Field

Q: Can I make a custom field searchable? We have contacts coming in with an outside party's ID and need to be able to search for the contact using that ID.

A: No, you cannot make custom fields searchable, but we do have a field titled "External ID," which is available for use in these situations. Instead of mapping the outside party's ID to a custom field, map "External ID" on the Data Source (Import or WebForm) and/or add it as a field on your intake form.

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