Athennian's new Custom Fields Self-Management functionality allows you to add, remove, change, and relabel custom fields directly within the app, giving you greater control and flexibility over your data.
Availability: This feature is available to customers who have purchased the Custom Fields add-on. Only users with Office-Admin or Administrator roles can access and modify Custom Field Settings.
Access Custom Fields Settings
- Navigate to your Profile icon in the top right corner of the screen
- Go to Settings
- Under the "Application" section, click on the Custom Fields tab
Here, you will see a list of all your Custom Fields, both Active and Archived, categorized under two tabs: Entity and Person.
Edit an Existing Custom Field
- From the Custom Fields Settings page, locate the Custom Field you wish to edit under either Entities or Person
- Click on the field name to open its settings
- You can modify the following attributes:
- 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: Change the data type of the field (Short answer, Date, Number, Checkbox, Single-select dropdown or Multi-select dropdown)
- 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 custom field limit. 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.
- From the Custom Fields settings page, click the + New button at the top right corner
- Enter the Label for your new custom field
- Optionally, click on Add tooltip to add a Tooltip that will appear when users hover over the field
- Choose the Type: select either Entity custom field or Person custom field
- 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
- Select the applicable Question Type: Short answer, Date, Number, Checkbox, Single-select dropdown or Multi-select dropdown
- Add the Option(s) as applicable
- 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.
- From the Custom Fields settings page, locate the custom field you wish to archive
- Click the Archive field button on the top right of the page
- Confirm your decision to archive the field by clicking Confirm. Archiving will remove the field from its location. Users will no longer be able to filter by the answers from this field by 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.
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 them to our Feedback Center (Athennian Ideas Portal) and don't hesitate to reach out to your CSM if you have any additional questions.