In this article, you will learn how to create custom data collections that store information within matters.
'Custom Data' is Actionstep's method of allowing for unique forms of information to be stored against matters. You can capture almost any kind of information through these data collections, including court dates, identification numbers, document references and much more.
Custom Data Collections vs. Custom Data Fields - What's the difference?
Custom data fields are used to capture the information, and these fields are contained within custom data collections. Collections can contain any number of fields, and are represented by text-labeled tabs within the 'Matter Navigation Bar' as per the screenshot below.
Creating a Custom Data Collection
To create a new custom data collection, click on 'Custom Data' from the left-hand sidebar as per the screenshot below, and then click on 'Add Data Collection'.
Creating Custom Data Fields
To create data fields that will sit in each custom data collection, click on the 'Fields' button under the 'Data' column, as per the screenshot above. There are a large number of options to choose from in terms of the data field types, which can allow for a data collection that looks a bit like this:
Click on the 'Add Data Field' button in the top-right corner, as per the screenshot above. Doing so will take you to the data field creation screen.
Data Field Name: As with data collections, the names of these data fields are used within merge fields. This means that, once the data field has been created, the name cannot be changed.
Label: This is the name of the data field that will be displayed within matters, and you can use spaces for this one.
Custom HTML Above/Below Field: This feature is designed to let you add help links or any other links to other websites above and below custom data fields. This is completely optional and it's better to leave these fields blank if you are not familiar with HTML.
Data Type: Your selection for this field will determine what form the data field will take. You can choose from text fields/blocks, boolean fields (true/false), drop-down fields, date pickers and many more options. For a more in-depth explanation on each type of field, please see Custom Data Field Types (coming soon!).
Required Field: Allows you to determine whether or not the field is mandatory.
Show Total on List: If you are creating numerical fields, you can choose to show the totals of the individual fields on lists.
Once you are happy with your settings, click on 'Save' to create the new data field.
For more information on how to use the custom data collection you have created to capture information within matters, please see Matter Custom Data.