If you are wanting a custom data field to be available for all your contacts then add it to your base participant types. Every database has a base participant type of "Individual" and "Company". If you add a custom data field to the "Individual" participant type then users will be prompted to fill in the data field every time they create a new individual contact regardless of what other participant types it is assigned. If you enter the same custom data field under both "Individual" and "Company" then all contacts will be given the option.
Adding Participant Custom Data Fields
- Head to Admin
- Click on the Additional Settings Tile
- In the participant type section click Edit.
- Click on the name of the participant type you would like to add a custom data field to.
- Click on Edit custom data fields.
- Click Add Field.
- On the Add custom data field screen fill in the following details & Click Save.
|Data field name||There are two options here (Data Field Name and Label) so that you can choose how the data field appears and how it is referenced by Actionstep. The Data Field Name is used to create a merge field name for this data field. If you want a shortened merge field you can enter in a different version here. Any spaces entered into the Data Field Name will appear as underscores ("_") in the merge field.|
There are two options here (Data Field Name and Label) so that you can choose how the data field appears and how it is referenced by Actionstep. The Label is how the data field will appear to Actionstep users.
You can add in a description or instructions of the data field here to help users understand what to enter or what the field is referring to.
|Data Type||You can choose a different Data Type depending on the type of data that you would like to display. If it is a date then there are options to choose from that suit your needs, if you want to limit a user's choices you could use a drop-down menu.|
|Form Order||You can choose what order your data fields will appear by assigning it a Form Order. The order will be determined by comparing the number you enter with the Form Order number of other data collections. Lower numbers will appear before data collections with higher numbers.|
|Required Field||You can choose to make a data collection mandatory. This means that when creating or updating a contact Actionstep will not allow the user to save until they have entered a value into this field.|
|Limit use to Matters only||Enable this only if this data field does not makes sense to edit on a contact record, but makes sense on a contact associated with a matter|
|Synchronize Values||When enabled the value is not unique to any Matter, saving this field in any matter will update globally (so will change in every matter that is associated with the contact) at the same time. When disabled each Matter will have a unique value for this field.|
- Introduction to Participant Custom Data
- Editing Participant Custom Data Fields
- Deleting Participant Custom Data Fields
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