The following guide is designed to give Administrators an overview of the following topics related to Custom Fields:
- How to create and edit a Custom Field.
- How to add custom field groups to tickets, software, or assets.
- How toggle asset Custom Fields on and off.
You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.
- Custom Field Definitions
- Removing/Editing Definition Groups
- Removing/Editing Field Definitions
- Field Type Glossary
Creating Custom Fields
Custom Fields are highly customizable data entry fields that a district can use to capture or convey information that Incident IQ's default entry fields do not. Using these, you can enhance what data you can gather and display in your tickets, asset data, and user profiles.
You can access custom fields by selecting Administration > Custom Fields from the left sidebar.
Custom Field Definitions
The first step in setting up a custom field involves setting up a field definition. These determine what type of custom field you are creating and the type of data you wish to capture. To begin creating a new definition simply click on the New button in the Field Definitions tab.
At this point, you will be required to assign a name, field type, and the number of instances. Checking the box next to Contains Sensitive Info will mark this data field as sensitive. Additionally, you may make this a required field to fill out when prompted by checking Required.
Tip: If you are unfamiliar with the different field types and what they do feel free to consult the Field Type Glossary section at the end of this document for further details.
Once saved, you'll now see your new definition in the list of available field definitions.
Creating Field Definition Groups
Once you have field definitions in place you can then decide where to enable them. Currently, Incident IQ supports three types of custom fields which are as follows:
- Tickets: These custom fields are applied to the ticket submission process to capture relevant data for agents or relay pertinent information to requestors.
- Assets: These custom fields are applied to an asset's details page and are editable by any user with the appropriate level of permissions.
- Users: These custom fields are found in the profile section of a user's profile page.
To begin enabling a custom field under either the Tickets, Assets, or Users tab simply select Add Field With New Conditions near the top right of the screen.
A new window will appear that will allow you to select what definition you would like to use.
Once you've made your selection, the custom field will appear in a new section underneath the Custom Fields column. This is the beginning of a field definition group. These are sets of one or more definitions that share the same conditions. Groups are designed to be easily customizable, allowing you to quickly add, remove, and edit conditions and field definitions as needed.
At this point, this custom field group will appear on all objects in the category you've added the custom field to. If you want to narrow down where you custom field appears you will need to add a filter by clicking on Add Condition.
In the new window, you can select the filter category and filter(s) for your custom field group.
Once you've made your selection your new condition will appear on the left side of the page.
If you need to add another definition to your group, you can do so by selecting Add Field.
Additionally, every time you select Add Field with New Conditions a new field group will appear. Using this method, you can create sets of custom fields and conditions that you can quickly and easily refine as needed.
Removing/Editing Definition Groups
You can Edit or remove any Ticket, Asset, or User custom field in a field group by clicking on either the Edit or Remove buttons on the left side of the listed field. Please note, this will only remove the custom field from its selected location.
To edit a condition, simply click on it to open up the filter window to make your changes.
If you need to remove a condition entirely you can do so by hovering over the top right corner of the condition and clicking on the X that appears.
Important Note: All stored data from custom fields is retained even when the custom field is removed. Removing a custom field will only affect the ability for users to enter or view any data related to these features.
Editing/Deleting Field Definitions
You can edit or delete any field definition by selecting the Edit button.
From here, you can make select revisions to your field definition. Alternatively, if needed you can also delete the field definition from here as well.
Important Note: All data that was previously captured and stored from custom fields is retained even when the custom field is removed. Although this data becomes hidden, it can be recovered for future use.
Field Type Glossary
The following section covers the various field types available in Incident IQ. Please note some field types should not be used for certain categories of custom fields.
- Text: Creates a single line text box used for entering short strings of text.
- MultilineText: Creates a comment box used for entering long strings of text.
- RichText: Creates a text box capable of supporting custom fonts.
- Number: Creates a single line text box that allows users to enter a number value (only allows numerical entries).
- NumberRange: Creates a set of fields that allow users to enter a number range (only allows numerical entries).
- Date: Creates a field that allows users to select a single date.
- DateRange: Creates a set of fields that allow users to enter start and end dates.
- OnOff: Creates a field that allows a user to select either yes or no.
- Select: Creates a field that allows users to choose a single item from a premade drop-down menu of selections.
- MultiSelect: Creates a field that allows users to choose multiple items from a premade list of selections.
- Phone: Creates a single line text box that allows users to enter phone numbers.
- Address: Creates a set of text boxes that allow users to enter a street address, city, state, and zip code.
- FileUpload: Creates a dropbox that allows users to add files using this custom field.
- ScheduleSelector: Creates a series of orderable fields capable of allowing users to capture up to four separate data points.
- Information: Creates a custom message box which can contain both a premade message and image.
- Confirmation Message: Creates a custom confirmation message.
- IPAddress (Ticket Only): Creates a field that automatically captures the IP address information of the ticket submitter (users will not see this field when submitting a ticket.)
- Mark as containing protected student information (Ticket Only): This field is used to ensure designated ticket types will always flag as containing sensitive student information upon completion.
- DetailsSection: Creates a multi-line text box that allows users to enter in long strings of additional ticket details.
- IIQ User: Creates a drop-down menu that allows users to select any user currently in Incident IQ.
- IIQ Location: Creates a drop-down menu that allows users to select any location currently stored in Incident IQ.
- IIQ Asset: Creates a drop-down menu that allows users to select any asset currently stored in Incident IQ.
- IIQ Ticket: Creates a drop-down menu that allows users to select any ticket currently entered into Incident IQ.
- IIQ Change Request: Creates a drop-down menu that allows users to select any change request currently entered into Incident IQ (requires Change Management module).
- IIQ Model: Creates a drop-down menu that allows users to select from any model currently activated Incident IQ.
- Asset Funding Source: Creates a drop-down menu that allows users to select from any funding source stored in Incident IQ.
- Asset Status: Creates a drop-down menu that allows users to select from any asset status in Incident IQ.