Custom data can either be displayed as multi-row custom data or single row custom data. Single row custom data displays as one field only. To add new details you have to write over what is currently in the field. Multi-row custom data allows you to create a new entry or record while still keeping records of the previous entries. It might help to think of multi-row custom data as a table. Updating a multi-row custom data field will add another line or row to the table.
You only need to use the multi-row custom action data source option if you are wanting to display multi-row custom data, otherwise use single row custom action data.
There are a number of different Multi-row custom Action data option available from the data source. Each will display the data in the columns in a different way. Read below for details.
Types of Multi-row Custom data options
Multi-Row Custom Action Data (1 row per action)
Only show one action per row on the list and display any multi-row records as an embedded lists inside the row, such as the screenshot below. Compare it with the screenshot under "n rows per action to understand how your selection will affect how the information is displayed.
Multi-Row Custom Action (n rows per action)
If there are more than one multi-row records for a single action then create a separate row on the list for each multi-row record. This means that the action will show up on several rows in the list. Compare the result in the screenshot above which shows 1 row per action and the one below which shows n rows per action.
Multi-Row Custom Data (Last entered row, 1 row per action)
This will show the last or most recently entered line in a multi-row custom data field
Multi-Row Custom Data (SUM into 1 row per action)
Adds all the figures entered into this custom data field together.
Searching for the right field
When you search for the custom data field that you want to display in a column on your list, it should be the merge filed name for that field that you enter. Every custom data field has a matching merge field name. These can have different names from how they display in your system.
Typically Actionstep will give the merge field for a custom data field in the following format: [[Action_Type_Name]]_[[Custom_Data_Collection_Name]]_[[Custom_Data_Field]]
To understand this better remember that all custom data collections will be stored under a data collection, each collection is stored under a matter type.
If you cannot find the field you are looking for then search in your list of merge fields (Administration > Document Templates > List of Merge Fields). If you know the name of the data collection that the field is under you can use the filter function to filter the the Data Collection Name by the name of the data collection that the field is under.
You can also look under the workflow for the matter type for the data collection name and the name of the merge field name.
Partial searches might help too. Don't type out the full name, just try the first word in the name then scan the list of suggested results. Sometimes you won't even have to type in the full word.
Start with what you know,If you know the matter type name enter that first, this will reduce your options.