Creating Custom Fields (Staff/Advanced)

Warning: Advanced Feature

Creating and managing custom fields is an advanced configuration task primarily intended for use by Zudello implementation staff or trained partners. Incorrect configuration can impact data integrity and system performance. Proceed with caution and consult Zudello support if unsure.

While Zudello offers a wide range of standard fields, you may need to capture additional, specific information relevant to your business processes. Custom fields allow you to extend Zudello's data models to store this extra information.

Best practices

• Plan your custom fields carefully before creating them.
• Use clear, descriptive names and labels.
• Choose the appropriate field type for the data you need to capture.
• Avoid creating duplicate fields; check existing standard and custom fields first.
• Document the purpose and usage of each custom field.
• Test custom fields thoroughly after creation, including their use in forms, imports/exports, and automations.

Understanding Custom Fields

Custom fields extend the standard Zudello data models (like Transaction, TransactionLine, Supplier, Item) by adding new data points. Once created, they can be:

• Added to Document Type Forms for user input.
• Populated via Imports.
• Used in Exports.
• Referenced in Automation Sentences (Conditions and Actions).
• Included in future Reporting features.

Creating a Custom Field

Custom fields are created using the Field Manager.

1. Access Field Manager:
   • Navigate to Settings via the company menu.
   • Click Field Manager in the left sidebar (requires specific permissions).
2. Select Model: Choose the data model you want to add the custom field to (e.g., Transaction for a header field, TransactionLine for a line item field).
3. Initiate Creation: Click the Create Custom Field button (or similar action).
4. Configure Field Details:
   • Field Name: Enter the internal system name (e.g., project_manager_approval_required). Use lowercase letters and underscores (_) only. This name cannot be changed later.
   • Label: Enter the user-friendly display name (e.g., "Project Manager Approval Required"). This can be changed later and scoped using the standard Field Manager options.
   • Type: Select the appropriate data type for the field:
     • Text: For free-form text input.
     • Number: For numerical data (integers or decimals).
     • Boolean: For true/false or yes/no values (displays as a toggle).
     • Date: For date values.
     • DateTime: For date and time values.
     • Select: For creating a dropdown list with predefined options.
       • You will need to define the Options (key-value pairs) for the dropdown.
     • Relation: For linking to another Zudello resource (e.g., linking a Transaction Line to a specific Employee).
       • You will need to specify the related Model (e.g., Employee).
   • Visibility: Set the default visibility (Visible or Hidden). This can be overridden by Form configurations or scoped in Field Manager later.
5. Save: Click Create or Save.

The custom field is now added to the selected model and can be managed like standard fields within the Field Manager (editing labels, scoping visibility) and added to relevant Document Type Forms.

Important Considerations

• Naming: The internal Field Name is permanent once created. Choose wisely.
• Data Type: The field Type cannot be changed after creation.
• Impact: Adding custom fields modifies the underlying data structure. Ensure the field is necessary before creating it.
• Deletion: Deleting custom fields is generally not recommended as it can lead to data loss if the field has been populated. Hiding the field via Field Manager or Forms is usually preferable. Deletion requires staff intervention.
• Integrations: Custom fields are not automatically included in standard ERP integrations. Custom integration work may be required to map and sync custom field data.

Need help?

Creating custom fields requires careful planning. Contact Zudello support for assistance or guidance before creating custom fields.