Self Manage Custom Fields

Athennian's Custom Fields Self-Management functionality lets you add, remove, rename, and relabel custom fields directly in the app, giving you greater control and flexibility over your data.

Availability: Customers who have purchased the Custom Fields add-on. Reach out to your CSM if you're interested in this feature. 

Important: Only users with the Office-Admin or Administrator roles can access and modify Custom Field Settings.

Access Custom Fields Settings

1. Navigate to your Profile icon in the top right corner of the screen
2. Go to Settings
3. Under the "Application" section, click on the Custom Fields tab

Here, you will see a list of all your Custom Fields, both Active and Inactive, categorized under two tabs: Entity and Person.

Filter Custom Fields

1. On the Custom Fields Settings page, click on the Filter dropdown either on the Entity or Person tab
2. Filter by Status (Active, Inactive) and/or Question Type (Checkbox, Date, Multipick, Number, Picklist, String)
3. Click Apply. To save the filter setup for future use, select + Save filter, give it a name, and click Save.

Edit an Existing Custom Field

1. From the Custom Fields Settings page, locate the Custom Field you wish to edit under either Entity or Person
2. Click on the field name to open its settings
3. Modify the following attributes, as needed:
   • Label: Change the display name of the field
   • Tooltip: Add a tooltip that appears when a user hovers over the field
   • Field Options:
     • Required: Make the field mandatory for users to complete when creating or editing a record
     • Reportable: Check this option to include the field in Reports
     • Filterable: Check this option to allow the field to be used as a Filter on list pages
       • Note: Only Date, Single-select dropdown or Multi-select dropdown can be used as Filters
   • Question Type: This field cannot be edited after the custom field is created
4. Change the location of this field in the Entity or People profile (switching between Entity and People after the custom field is created is not possible):
   • Select the applicable location within the profile (Page, Section and Subsection)
     • Note: The field will be placed at the end of the section
5. Once you have made your desired changes, click Save

Add a New Custom Field

Before adding a new custom field, be aware of your account's limit for custom fields. This limit is displayed at the top of the Custom Fields settings page (e.g., "0 of 50 custom fields available"). If you have reached your limit, you will need to archive an existing field or purchase more custom fields.

1. From the Custom Fields settings page, click the + New button at the top right corner
2. Enter the Label for your new custom field
3. Optionally, click on Add tooltip to add a Tooltip that will appear when users hover over the field
4. Choose the Type: select either Entity custom field or Person custom field
5. Select its Location:
   • Select the applicable option from the Page, Section and Subsection dropdowns
     • Note: The field will be placed at the end of the section
6. Set the Field options:
   • Required: Make the field mandatory
   • Reportable: Include the field in Reports
   • Filterable: Allow the field to be used as a Filter
     • Note: Only Date, Single-select dropdown or Multi-select dropdown can be used as Filters
7. Select the applicable Question Type: Short answer, Date, Number, Checkbox, Single-select dropdown or Multi-select dropdown
8. Add the Option(s) as applicable
9. Click Save at the top right of the page

You will receive a confirmation message, and the new custom field will now be available in the relevant Entity or Person records.

Archive a Custom Field

Archiving a custom field removes it from active use but retains its data for historical purposes.

1. From the Custom Fields settings page, locate the custom field you wish to archive
2. Click the Archive field button on the top right of the page
3. Confirm your decision to archive the field by clicking Confirm. Archiving will remove the field from its location and change its status to Inactive in the Custom Fields list. Users will no longer be able to filter by the answers from this field but data in reporting will be preserved.

Note: Archiving a field will free up space if you are at your custom field limit, allowing you to add new fields.

View New Custom Fields on Records

Once a new custom field is added and saved, it will immediately appear in the Custom Fields section of the relevant Entity or Person records. For example, if you added a "GIIN Number" field to Entities, when you open any Entity record and navigate to the General > Custom Fields section, you will see the "GIIN Number" field available for data entry.

Video Instructions

Feedback and Support

We hope this update provides your team with greater control and visibility over your Custom Fields! If you have any feedback, please submit it to our Feedback Center (Athennian Ideas Portal) and don't hesitate to reach out to your CSM if you have any additional questions.