Creating Custom Data Fields
To create a custom data field, click on the Launchpad icon and go to the Setup area. Go to the Field Editor tab and select the Add Field link at the top right corner of the center screen.
This will take you to the Create A Field screen. Begin by selecting Custom from the first dropdown menu to specify it is a custom field.
Next, enter the Field Display Name. The Field Display Name refers to the name that appears on the user’s screen. In the example below, the user will see Veteran Status on their screen.
Enter the Field Data Name, which indicates the name of the field in the SQL table. It is usually all lowercase letters separated with underscores (e.g. field_data_name). In the example below, the Field Data Name for Veteran Status is ‘veteran_status’.
Note: It is important for the Field Data Name to be as descriptive of the data element as possible. For example, the Field Data Name for the field Months of Active Military Duty might be military_service_duration.)
Next, enter the Field Type. This refers to the type of data field. There are several types of data fields to choose from. Please refer to Overview of the Field Editor and Custom Data Fields for a comprehensive explanation of each Field Type.
In the example below, picklist is the most effective Field Type for Veteran Status as it offers several response options.
In the Comments box, you can enter any relevant or explanatory information for the data field. In the example below, the definition of Veteran was entered into the Comment box.
Finally, enter the Tooltip Text. This feature is meant to serve as a guide for completing the field.
For example, when completing an intake, a user can mouse over the Residence Prior to Program Entry data field and a textbox will appear stating that this data field should document where the client slept the night before they entered their program.
Select Save Changes to create the custom data field. In doing so, you will notice a new Publish to Data Analysis field. Check this box and Save Changes to have the newly created custom field available in the Data Analysis tool for reporting purposes.
Creating Picklist Selection Options
After selecting Save Changes for a Picklist, a new section will appear labeled Selection Options. The Client doesn't know, Client refused, and Data not collected are automatically created for you to ensure data quality. The Select item with no value is what will appear when no picklist value has been selected when the user is entering client data.
These values can be removed or deleted if needed by clicking the Delete icon or Edit link that appears when you hover over the value with your mouse cursor.
To create additional Picklist selection options, select the Add selection link.
A popup box will appear prompting you to enter a Value and a Description. In the example below, 1 will equal No (client is not a Veteran). Repeat for the other selection options you would like to add.
After creating the desired selection options, select Save changes.
The screenshot below depicts how the Veteran Status data field will now appear to the user on a Client Intake Screen.
Note: Picklist is the only field type that requires customization of selection options.
Editing and Deleting Custom Data Fields
To use the Field Editor to edit a custom data field, mouseover the chosen data field and select the Edit link that appears to the left.
Selecting the Edit link will take you to the Modify Field page where you can modify the Field Display Name, Comments, Tooltip Text, Publish to Data Analysis, or the selection options. You cannot edit the Field Data Name or the Field Type.
Note: You can only edit Custom and Live Marker data fields. For more information on these and other types of data fields, please refer to Overview of Field Editor & Custom Data Fields.
To delete a data field, mouseover the chosen data field and select the trashcan icon that appears to the left, next to the Edit link. Be aware that you can only delete a data field if it is not currently on any screen, and if it has not already been used for collecting client data.