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Creating Custom Fields
Jessica Mocha 5/9/2022 8:51:00 PM

Creating a custom field in CharityEngine allows the organization to enter and track information about their contacts that is important to their organization’s reporting and operations.

Before you can create your custom field, you must have a custom field group that the field will belong to. For assistance creating a custom field group, read this article

To create your custom field, navigate to Configuration > Contacts > Custom Field and click create new.

You will need to name the field, select the type of field, the type of contact the field applies to, the custom field group the field will belong to, the data type, and decide if the field will be required for all contacts.

Note: only select that the custom field is required if it is TRULY required, otherwise this may lead to frustration when editing and creating contacts if it is not filled in.

Once your general configurations have been made, you will need to configure the display options on the Display Tab. Use the toggles to decide if the field will show in the custom field group and on the contact summary page of the contact record.

If your type of field requires options, such as a check box, radio button, or dropdown, once you save a third tab will appear for you to add the options.

Click Add New to add options.

For example, if the field was type of secondary education, your options could be University, community college, or trade school. Enter the name of the option, the option value, and if you want the option to be the default check the Default Option box.

Once you have created all your options, they will be displayed on the Options tab.

The options will be displayed in the order shown on the screen. If you would like to reorder the options, click up or down to move the option in the list.




Helpful Hints When Establishing Custom Fields:

Display Notes - Show in Group:
You can display like fields within a Custom Field Group to improve the ease of use for the end-user. Simply toggle the option to On. And ensure you have associated the field with your assigned Custom Field Group value.

Display Notes - Show on Summary:
You can display your custom field in the contact's Summary Panel by selecting  the Show on Summary toggle. You can select up to 5 custom fields to display on the contact's Summary Panel.

Option - Rich Text vs. Text Box: If you have a field that allows free-form text capture by your end-user and/or constituent, leverage Rich Text to capture dynamic information. 

Option Required Assignment Options Data Type Display Options Advanced
Check Box Yes/No Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary Option Name, Option Value, Default Option (yes/no) N/A
Computed N/A Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary N/A Data Source (Query), Column (from query), Computed Value Column (from query)
Date Yes/No Organization, People, and/or Household N/A Show in Group and/or Show on Summary N/A N/A
Date Time Yes/No Organization, People, and/or Household N/A Show in Group and/or Show on Summary N/A N/A
Drop Down Yes/No Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary Option Name, Option Value, Default Option (yes/no) N/A
Radio Button Yes/No Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary Option Name, Option Value, Default Option (yes/no) N/A
Read Only Yes/No Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary N/A N/A
Rich Text Yes/No Organization, People, and/or Household N/A Show in Group and/or Show on Summary N/A N/A
Text Box Yes/No Organization, People, and/or Household Datetime, Decimal, ID list, Integer, Text, True/False, ZipCode Show in Group and/or Show on Summary N/A N/A


Structuring Your Custom Fields:
When establishing custom fields, the order in which a custom field is entered into the Configuration > Contacts > Custom Fields will be reflective of the way in which your end-user visually sees the custom field. Please take care in how you enter custom fields considering the easiest method for your end-user. 

Critical Notations:
Deleting Custom Fields:

If a custom field is deleted, please be aware that all associated values will be deleted from the constituent's record. Please take care to review data exports to ensure data can be deleted prior to removal of the custom field. 



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