Sometimes you get information about an account that SimplicityCollect does not have a field for, yet you need that information stored. Custom fields can easily be created to resolve this problem. Simplicity allows you the ability to create an UNLIMITED number of custom fields. To create custom fields in Simplicity, do the following:
1. Navigate to Settings > Custom Fields Admin.
2. A list of current custom fields appears on the left-hand side of the screen.
3. On the right-hand side of the screen you will create a custom field if it does not already exist in the list to the left, or exist in Simplicity already.
4. Enter all required information:
Field Label – The name of your custom field. (Please avoid using special characters such as <>, %, #, etc.)
DocGen Keyword – This will auto populate; however, we advise editing this to avoid any numbers or special characters. It is important to note that ALL custom fields are available for use in your DocGen templates and Account Exporting Tool.
Location – This is where the field will show up on an account’s claim detail screen. If account is selected, the custom field will appear at the account level on the claim details screen. If debtor is selected, the custom field will appear under the debtor’s details on the claim details screen and when accounts are linked by SSN the debtor custom fields will also be linked. (Some fields you might want to store on a debtor level are as follows: alternate phone numbers, spouse name, bank info.) The location that you specify for the custom field is permanent. If you want to change the field’s location in the future, you must create a new field under the other location. If Client is selected, the custom field will appear in the Settings > Clients screen, and can be used for additional client information.
Show in Client Portal – Enabling this option will allow the client to view the information through the client portal. If the client has permission to add new claims through the client portal they will also be able to enter information within the custom field when adding the claim details.
Show on Financials Tab – Enabling this option will then display the custom field on the Financials tab of the account.
Data type – this defaults to String format, which means any type of data can be used with it. See image below for examples of how these appear.
- If you want a larger box for your data because of a lot of text, choose the Text data type. This will appear like a large box on the account, with a “handle” on the bottom right. Using the handle, you can expand or shrink the box to view more or less data.
- If your data is a date, you can choose the Date data type. The field will allow only dates to be entered. It will also appear on an account with a calendar icon next to it.
- If you’d like to use a drop-down option, you can select Drop Down List. This option allows you to add static options to a drop down custom field menu.
- Choosing Integer will require users to enter whole numbers. If a user enters a number as a decimal they will receive an error prompting them to enter a whole number.
- If you would like to create a custom field with a check box, selecting Boolean will allow users to enable the custom field as “true/false”.
- Selecting Decimal will allow users to enter only numbers in the custom field. If users enter a number with decimals, the system will automatically round the number to the nearest hundredth.
- If you want to import a hyperlink of any kind, you can set the data type to Hyperlink. This will make whatever is imported a hyperlink that is clickable. There is not a way to edit this field once data is imported into it, except using the Account or Debtor Updater tools.
A Field Value is Required – Enabling this option will require the user to enter information within the custom field when adding a new account.
Sub-Tab Group – if you want custom fields organized by group, you can create a Sub-Tab. An example might be “Drivers Information”, where I may want a Driver’s License and State listed. Once I add a Sub-Tab group using the blue icon (it can be edited or deleted respectively) it is now tied to the Location that was selected above (account or debtor). You create the custom field like normal, selecting the Sub-Tab Group in the drop-down list provided.
Text Box Width – The size the text box will be. 90 pixels (px) are equal to 1.2 in (inches).
Num Columns – The number of columns wide the field will be.
Num Text Box Rows – The number of rows the field will be.
Editable By – This area allows you to choose who can edit this field in Simplicity. By default, it selects [ALL] collectors, but you can change it to one or more users. Use Ctrl-Click to select multiple users. NOTE: Non-Collectors cannot edit custom fields and will not be on this list. To allow a user to edit custom fields go to Settings > Administrators > Collectors/Employees and change the Employee Type to either Collector, Admin, or Sales for the particular user.
Viewable By – This area allows you to choose who can view this field in Simplicity. By default, it selects [ALL] collectors, but you can change it to one or more users. Use Ctrl-Click to select multiple users.
Comments – Useful for others who enter this screen and may want to know the reasoning behind a certain field. This does not show anywhere on the account.
5. Click Insert New Custom Field. Now you have a new field to store data in.
Editing Custom Fields
Editing or deleting custom fields can be done by going to Settings > Custom Fields Admin, and then click on the custom field name that you would like to edit. Make applicable changes and then click Update Field at the bottom right. Please note that changing the data type of a custom field can possibly result in data loss.
If you would like to edit the layout of how these custom fields appear click on the blue hyperlink Edit Custom Fields Layout on the bottom right. This will allow you to rearrange the order of how they appear and how many columns.
You can also choose whether to display the custom fields on the Claim Details tab or on it’s on separate tab. This option is located on the bottom right of the screen. All account-related custom fields will display on the Legal Details tab.
Custom fields can be used to import data and generate mail merge letter templates.
Creating more than 200 custom fields can can cause database performance issues and lag.
See anything missing or out of date on this page? Please contact Simplicity Support at firstname.lastname@example.org.