Edit User Defined Field Descriptions

Purpose

Change the description for generic User Defined Fields, which are data entry fields for the specified database table, such as:

Assets
Staff Members
Asset Components
Asset Type folders
Regular Asset Types,
Asset Type Place Holders
In Place Asset Types
Work Orders
Work Task Spares

How to… Edit a User Defined Field Description

1. Click Shared Configuration - User Defined Fields then Browse.
The User Defined Field browse window opens.

2. Select the required record then click .

3. Change the Description. This will then be the Caption of the User Defined Fields within the Asset on the User Fields tab.

4. Save the record.

Data fields

These data fields appear in the User Defined Field edit window.

Field	Description
Table	The type of item for which User Defined Fields are defined.
Code	This will be the Code of the User Defined Field that uniquely identifies the field.
Description	The name of the User Defined Field.
Data Type	This defines the Data Type of the User Defined Field. Data types include: String — Used to capture a sequence of alpha-numeric characters Integer — Used to capture whole numbers Float — Used to capture decimal numbers Date/Time — Used to capture date and time information Currency — Used to capture monetary values that will be used for financial calculations Boolean — Used to capture true or false values Password — Used to capture passwords. Values typed in a password UDF will be hidden with an asterisk (*). Passwords must be confirmed before they are accepted.
Allow Max String Length — String data types only	Indicates whether string values have a maximum character length. Select this check box if you do not want to specify a character limit.
Length — String data types only	Specifies the character limit for string values. This field is only available if you deselect the Allow Max String Length check box.
Allow Any Value	Specifies whether the user can enter a custom value that is not in the predefined list of values.
Selection Type	Specifies how predefined values are displayed. The options include: Drop-down — Predefined values will be listed in a drop-down list. Users can click the drop-down list and make a selection. This is ideal for shorter lists. Lookup — Predefined values will be displayed in a lookup screen. Users can click the Lookup () button next to the field to open the lookup screen. The lookup screen provides the standard sorting, filtering, and grouping functionality, which makes this selection type ideal for longer lists.
Sequence Number	This will define in which sequence the User Defined Fields will be displayed on the record.
Can Change Value	Indicates whether the field can be modified through the On Key user interface. If this option is selected, you will be able to edit the field in the respective edit window. If this option is not selected, the field will be disabled in the edit window, and you will only be able to modify the field through import operations.
Always Allow Editing	Indicates whether the field is always editable. Note: This option applies to work order UDFs only. If this option is selected, the field can be edited at any stage, regardless of the work order's status. If this option is not selected, then the field will be disabled when the work order's status is changed to Closed or Cancelled.
Default	Specifies a default value for the UDF. The UDF will be populated with this value automatically when the relevant business object, ie work order, asset, or staff member, is created. The UDF's default value can be changed manually if required. Note: Leave the field blank if you do not require a default value.
Active	Ticked if the UDF is active and available in a lookup list. Not ticked if the UDF is not active.

Business rules

If the user does an Update/Insert/Delete a User Defined Field, it is best practice to log out and then back in to On Key.
The new changes need to be loaded into cache on Logon for it to take effect.
The User Defined Field Code must be unique and must exist.
The Value entered on the Business Object’s User Defined Field should be validated against the Data Type defined for that User Defined Field.
After the user has saved a new User Defined Field, the Table, Code and Data Type fields must become read only.
The Description field of the User Defined Field will only have a certain amount of space available on the screen As per normal On Key functionality, if the Description field of the User Defined Field is too long, the User Defined Field Caption on the record will be cut off, depending on the space available on the screen.