You can define custom fields for students, parents, teachers, classes, alumni, or prospective students.
For example, you may want to track locker combinations for students. These fields are called “custom fields.” You can add, edit, and delete custom fields, but you can also lose data if changes are made to an existing field.
When you add custom fields in options, the fields display on the Custom tab for the type of individual you selected during set up.
If you want custom fields to display in the grid view for each type of individual, on the Home screen, click Options > Settings. Select Allow Custom Fields in Main Grids. Be advised that this slows the loading of the grid view.
When adding custom fields, close all current grids containing the field type you're adding. For example, if you're adding student custom fields, the Student grid must be closed.
To add a custom field
- On the Home screen, click Options.
- Click Custom.
- Click the Type list, and select an individual type (Student, Teacher, etc.). The custom field displays on the individual window for the type you select.
- Click Add.
- Enter the custom field properties.
- Click OK.
When you add a custom field, you can name the field, set the type and length of the data that can be entered in the field, create a Value list that the user can search values in, set a default value, and mark the field private.
- Field Name — Enter a descriptive field label. Examples: College, Highest Degree, Year Graduated from College, Married, Number of Children, and Alumni Pledge.
- Field type — The field type limits the type of data that can be entered.
- Text — This is the default field type. Text can be words, numbers, or a combination of both. Example: Clemson University, A1-B5-H78.
- Currency — Dollar amounts. Example: $10.00 or .50.
- Date — Displays dates in the format of MM/DD/YYYY.
- Real Number — Includes rational and irrational numbers, such as decimals and integers (natural numbers, negative numbers, and zero).
- Whole Number — A positive integer, such as 1, 50, 100. This field type will not accept negative numbers.
- Yes/No — This places a check box in the custom field that the user selects or clears. Example: Married is a yes/no field. The Custom tab displays a check box that is selected for yes, or cleared for no.
- Field Size — To limit the number of characters that can be entered, enter a positive number. Example: If your locker combinations have a standard number comprised of 10 digits, set the field size to 10.
- Category — If you have more than one custom field, enter categories to organize the fields. Example: The custom fields are categorized by College, Family, and Financial.
- Default Value — Enter a selection that will automatically be used by the program in the absence of a choice made by the user.
- Private Field — To prevent this field from printing on reports, select this check box.
- Uppercase — To force uppercase letters, select this check box.
- Lookup Values — To build a list of values that will appear in a Value list, enter each value with a return after it. On the Custom tab, this field will have a Lookup Values list that the user can select from.
- Must Choose Value From List — If selected, the user is required to select a value from the list. If clear, the user can enter a value in the field.