Understanding Custom Data Field Types

Modified on Mon, 25 Nov at 9:26 AM

You can create custom data fields for both participants and matter types. These fields are used to collect data beyond what the default fields already available in Actionstep collect.

This article describes the different types of custom data fields and provides examples for their use.

NOTE: If you are participating in Actionstep Academy, you can view a demonstration of custom data in Actionstep Academy.

Custom Data Types

Field Type	Description	Example
Text Line	This displays a standard single-line field. Whatever text is entered in this field will be displayed.
Text Block	Similar to a Text Line, this field is designed to handle larger blocks of text. By default, the field supports four lines of text, but users can expand the box's dimensions by clicking and dragging the resize icon on the bottom-right corner of the field.
Protected Text Line	This field is a single-line field that masks whatever it entered into it. This ensures the privacy of what users are entering by making characters appear as dots. This is useful when a user is entering in sensitive information such as a password.
Number	This field only accepts number values. While a user can enter other characters (like letters or special characters), these characters will be changed to 0 when they click away from this box. Using this type of data field ensures that only relevant information is entered.
Money	This field is similar to the Number option above; however, the Currency field automatically updates any numbers entered to include cents. For example, entering 210 will result in 210.00.
Linked Participant	This field is used as a search box, allowing users to search for and select any contact in Actionstep. This function lets you reference participants you do not want to create a role for on a matter. This is not available to be used as custom participant data.
HTML Block (No Editable Text)	This is used to display the Description field only. The Description field can include Merge Fields (including calculated merge fields). This is useful for displaying calculations on other data fields, for example, a settlement total. This is not available to be used as custom participant data.
Drop-down List (Single Select)	This field lets you give users a fixed selection of options to choose from. A single-select drop-down list will allow users to choose only one of the available options. Tip: If you have two or more single-select drop-down fields in a data collection, you can limit the options available to the user based on a prior selection in a parent dropdown fields. To enable this, select Parent Dropdown when creating the child drop-own field.
Drop-down List (Multi Select)	This field lets you give users a fixed selection of options to choose from. A multi-select drop-down list allows users to select more than one option from the list. Users can choose more than one option by pressing the Ctrl key on their keyboard while selecting an option.
Date	This option displays a date field. When a user clicks the date, a calendar pops up to help them select the date.
Date and Time	This option displays a date and a time. When a user clicks the date field, a calendar pops up to help them select the date. The time box is displayed as a drop-down menu for quick selection but also allows you to manually enter in a specific time.
Date (with a Memo)	This is similar to a Date field but includes a memo option. This field also displays a second field for users to enter a short memo if needed. Note: The memo you enter in this field is for display purposes on the matter only. The memo will not appear in a list view that shows this field or in a document template that references this field.
Date and Time (with a Memo)	This option displays a date and a time. When a user clicks the date field, a calendar pops up to help them select the date. The time box is displayed as a drop-down menu for quick selection but also allows you to manually enter in a specific time This field also displays a field for users to enter a short memo if needed. Note: The memo you enter in this field is for display purposes on the matter only. The memo will not appear in a list view that shows this field or in a document template that references this field.
Calendar Appointment	This field allows you to create or link to an existing appointment in the calendar. Until it is set, the result of this field shows as (none). Once set, a user can click an appointment to view and edit it (but not remove it). Note:These cannot be used in participant custom data or multi-row data collections.
Boolean (Checkbox)	This will appear as a checkbox. This is ideal for recording yes/no or true/false information.
Auto-incrementing number (global)	This field returns an automatically updated number for each data collection entry. This number is incremented across matters. The auto-number is only populated when a user edits a custom data collection or adds a new line to a multi-row data collection. Once created, this cannot be altered by a user. This option is especially useful when keeping track of sequential matters of the same type. Note: When this custom data field is associated with an opening step, the value will be set as Auto number. Once it is populated, it will increment by 1 and cannot be edited.
Auto-incrementing number (Action)	This option counts how many entries have been created against this matter. This option is especially useful when you have a multi-row data collection and allows you to order the entries by the date they were created. This will only hold the numbering with the matter that it is created. So the first time this is used in each matter will be number 1. The Auto-number is only populated when a user edits a custom data collection or adds a new line to a multi-row data collection. Once created this cannot be altered by a user.

Understanding Custom Data Field Types

Custom Data Types

Related Articles: