Examples of Custom Fields
In the previous section called Extending HR Partner, we learned about custom fields, including the types and attributes that are available. Now we will look at how we can create custom fields in our HR Partner company.
Go to Company -> System -> Custom Fields.
Click on the green 'Add A New Custom Field' button. A pop up box will appear in the middle of the screen asking you for the field details.
In this next example, we are going to add a selection field which will show your users a multiple selection drop down list from which they can choose one option.
Read on for a description of what each field means:
This is the internal system name for the field, that only the underlying database will understand. It MUST be all lowercase, and not contain any spaces. You can use dashes or underscores to make it easier to read, e.g.
Valid Field Names
completed_induction, next-health-check, starsign, days-late_this_month are all valid field names.
Field names also cannot be repeated - they must be unique within your company. Try to keep the field names to less than 30 or so characters too, for ease of maintenance.
In our case, we want to enter the name 'citizenship' as the field name.
This is the human readable heading that shows up on the Employee view and edit screens. This one CAN contain special characters and spaces, so try and make it user friendly and ensure that it described the field accurately.
We can enter the text 'Employee Citizenship' in this field.
This is the *type* of information that the field will contain. A full list of field types is listed on the page titles Extending HR Partner.
We want a 'Selection' type as we will be giving our users a specific group of citizenship names to choose from.
This field is not used for Selection type fields, so it will be grayed out, but normally you can specify the maximum field length that the user can enter.
Once again, this is irrelevant for Selection fields, and we can ignore it as it is grayed out.
This is the sequence on the edit and view screens that the field will appear in. By default this is '0'. If you leave it at '0', the system will automatically make it the next field in sequence. You only need to edit this field if you want to rearrange the default sequence of fields on the screen.
We will go ahead and leave this at '0' for now. Because this is the first custom field, it will appear at the top of the list anyway, no matter what number we put in here.
Ok, this is where we type in the different citizenship types. What we need to do is to enter in each citizenship option, and press [Enter] at the end of each option. Basically, we need to put each option on it's own line.
Make sure you order the items as you want the user to see them - they will be shown the list in the order that you type the items in.
The very first item on the list will become the default item chosen, so bear that in mind. If you want to allow for a blank option, enter an empty line at the top of the list, or else enter in an line with '(none)' or 'N/A' to indicate it is not a regular option.
Once you have filled in the details, press the [Save] button to save this custom field.
3. Add a checkbox field
Next we will enter a checkbox field.
Similar to above, but this time we are going to have a slightly longer field name which will have underscores to make it easier to read.
Enter in 'has_drivers_licence' as the field name, and 'Has A Driver's Licence' as the heading. Choose 'Checkbox' for the field type.
Leave the sequence as '0' to let HR Partner slot it as the next sequential field and then press [Save] to save your addition.
4. Add a mandatory Text field
Lastly we will add a plain text field to our list of custom fields.
Fill in the information as per the screen shot above, but this time make sure you tick the 'Make this field mandatory' at the bottom. This will make HR Partner force your users to enter something into this field before they can save the record.
5. View an employee record
Go back to your list of employees now, and pick any employee you like, and then click on their name to go to the 'View Employee' screen. Take a look in the middle of the screen, and you should see the custom fields we just defined.
6. Edit an employee record
From the view screen above, click the 'Edit Employee' button (if you have the permission to do so), and scroll to the bottom of the employee edit screen. You should see a new section called 'Custom Fields', with the following.
Note that you will not be able to save the form until you enter something into the Drivers Licence Number field.
Now go back to the employee screen, and you should see the custom data there!
Technically, it is possible to add an unlimited number of custom fields, but we suggest you don't add more than about 20 fields, otherwise it will impact the speed of your reports and navigating through the system.
Did You Know?
Custom fields will appear in the Reports section so that you can filter your employees based on their contents?