Configure Custom Fields for Your Program

Custom fields allow you to capture additional information other than what Amplify's data entry fields allow. Use the Properties page in the Configuration menu to create different types of custom fields. Although only Amplify administrators can create global custom fields shared among all programs, the program administrator can create fields only to be used with their programs and projects. Custom fields created at the program level are only visible to and can only be used by the program and project users.

Program administrators can also create custom fields for specific project items, including impacts, RAID items, tasks, costs, and resources.

This article includes the following sections:

• Creating Custom Fields
  • Defining Options for Selectable Fields
  • Adding Multiple Custom Field Options in Bulk
• Reordering Custom Fields
• Making a Global Custom Field Accessible in Your Program
• Disabling Custom Fields

Creating Custom Fields

To define custom fields to be used within your program as well as all projects within:

1. Access the Program.
2. From the program menu, select Configuration.
   The Configuration menu opens.
3. Select the Properties menu item and click New Field on the left-hand side section.
   The Create New Custom Field form displays on the right-hand side panel.
   
4. Use the Control selection list to select the type of custom field. If you choose 'Select Box', 'Radio Group', 'Linked Select' or 'Traffic Light' control, the Options section on the right-hand side becomes enabled. Use the Add Option button to define selectable options for these field types. If you want to create cascading custom fields, select 'Linked Select' from the Control selection list.
5. In the Name field, enter any text describing the field. 
6. In the Label field, type in a name that end-users will see.
7. Fill out the subsequent fields based on your organisation's requirements. 
   • The value you enter in the Dataset identifier field will be used as a unique identifier used to identify the database field.
   • The Help Text field should contain instructions that will be displayed to the end-user. 
   • Selecting the Enable Filtering graphs based on this custom field checkbox's values will display the field under every dashboard's filtering options. 
   • If you want to allow end-users to input text in markdown format in Textarea type fields, set the Enable Markdown for the Free Text Area setting. 
8. Click on the Create New Field button when done.
   The custom field will now appear on the left-hand side section and is available for the program. 
   
   

Configuring Options for Selectable Fields

When you create selectable fields, the Options section is enabled, allowing you to add labels and values that'll represent selectable options within the field. You can add options in two ways, either one by one or in bulk.

To add an option:

1. Click on the Add Option button. 
   This will display a text field.
2. Enter the option name in the text field. To add values that represent these options in the system, click on the Provide a custom dataset value setting.
   
3. Click Create New Field.
   You can see the new field listed under the Custom Fields section on the left-hand side panel. The end-users will see the custom fields on the program Properties dashboard. 
   
   

Adding Multiple Custom Field Options in Bulk

The Bulk Add option allows you to bulk copy large amounts of data into Amplify. If you have maintained your data in an Excel file, you can copy relevant data into the text field provided in the user interface.  

To add multiple options in bulk:

1. Click Bulk Add.
   This will display a single text field where you can paste multiple options and values from an Excel spreadsheet.
   
   Your spreadsheet can contain labels and values to represent each option in two separate columns.  Use the Copy command to copy the data from the spreadsheet. You can copy the entire range of cells simultaneously.
   
    
2. After copying the data, click on the text field on the interface, and press CTRL + V or Command + V, if you are on Mac. When you paste them all into the text field provided on the interface, Amplify will store them separately as labels and dataset values of your custom field.
   
   
   If you want to use the same data for labels and values, you can store the values in a single column. 
3. Click Create New Field to save.
   
   
   

Reordering Custom Fields

By default, custom fields display in the order they are created. However, you can change the order of these fields so that end-users will see them in the preferred order.

To reorder custom fields:

1. Locate the custom field you want to move on the left-hand side panel.
2. Position your cursor over the icon at the beginning of the name of the field that you want to reorder.
   The icon turns into a hand symbol.
3. Now drag it to another position.
   

Making Global Custom Fields Available in the Program

Custom fields defined in the Administration module can be made accessible in all programs and their projects.

To add a shared field to a program:

1. Access the Program.
2. From the program menu, select Configuration.
3. The Configuration menu opens.
4. Click on the Properties menu item.
5. Scroll down to locate Add shared field on the left-hand side panel.
6. Click in the field and select the desired field.
   All custom fields defined within the Administration module will be available for selection.
   This will add the shared field to the program.

Disabling Custom Fields

If you no longer want a custom field to display on the end-user forms, you will have to unmap it from the program. Unmapping a custom field will essentially delete its association with the program and as a result, make it unavailable locally and for all the projects within unless explicitly enabled. An unmapped item will stop showing on the program Properties dashboard. However, it will be displayed in a disabled state on the program's Properties configuration page, and you can enable it any time you need to use it. If a global custom field is unmapped from the program, it will have to be added again.

 To unmap a custom field from a program:

1. Access the Program.
2. From the program menu, select Configuration.
3. The Configuration menu opens.
4. Click on the Properties menu item.
5. Scroll down to locate the custom field you wish to disable.
   
6. Click Yes to confirm and the field will be disabled.