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Create a custom field

Discover how to create a text, number, date, or list custom field in WorldShare Acquisitions.

Overview

Custom fields allow you to enter additional information about order items and invoice items that are not part of the standard data model of Acquisitions.

 Note: A maximum of 20 custom fields can be created per item type.

Create custom fields to represent fields or workflows that are specific to your institution, such as:

  • Custom material types (e.g., book, ebook, journal, etc.)
  • Academic department (e.g., Geography, History, Literature, etc.)
  • Workflow status (e.g., E-Resource configured for access, Access confirmed, etc.)

There are four custom field types:

  • Text - Creates a field that allows single text input of up to 190 characters.
  • Number - Creates a field that allows a single number with up to four decimal places.
  • Date - Creates a field that allows a single date. 
  • List - Creates a field that contains a drop-down list of up to four predefined options.

Create a text custom field

  1. On the left navigation, click Settings > Custom Fields.
  2. From the Field Settings screen, click Create Field.
  3. Enter a descriptive Field Name.
  4. From the Entity drop-down list, select Order Items or Invoice Items.
  5. From the Field Type drop-down list, select Text.
  6. From the Analytics Field ID drop-down list, select the custom field number and then click Create.
     Note: The Analytics Field ID determines how this field will be referenced in Analytics. For example, a field with Analytics Field ID 1 might be called Order Item Custom Field 1 in Report Designer. If a field ID is currently in use, it will be inactive in the drop-down list.
  7. From the field details screen, complete the following additional details:
    1. Description - Enter a description for the field.
    2. Active - By default, the field is active. Select No to make the field inactive.
       Note: When a field is inactive, you will not be able to enter values for the field.
    3. Translated Field Names - Click Add Name to add a translated field name. 
       Note: Translated field names will appear when a user selects a language other than your institution's default language. If you do not enter translated names, the interface will display the default field name regardless of the language selected.
      1. From the Language drop-down list, select a language.
      2. Enter the translated field name in the Field Name text field.
      3. Click Save.
  8. Click Save.

Create a number custom field

  1. On the left navigation, click Settings > Custom Fields.
  2. From the Field Settings screen, click Create Field.
  3. Enter a descriptive Field Name.
  4. From the Entity drop-down list, select Order Items or Invoice Items.
  5. From the Field Type drop-down list, select Number.
  6. From the Analytics Field ID drop-down list, select the custom field number.
     Note: The Analytics Field ID determines how this field will be referenced in Analytics. For example, a field with Analytics Field ID 1 might be called Order Item Custom Field 1 in Report Designer. If a field ID is currently in use, it will be inactive in the drop-down list.
  7. From the Decimal Places drop-down list, select the number of decimal places for the field and then click Create.
  8. From the field details screen, complete the following additional details:
    1. Description - Enter a description for the field.
    2. Active - By default, the field is active. Select No to make the field inactive.
       Note: When a field is inactive, you will not be able to enter values for the field.
    3. Translated Field Names - Click Add Name to add a translated field name. 
       Note: Translated field names will appear when a user selects a language other than your institution's default language. If you do not enter translated names, the interface will display the default field name regardless of the language selected.
      1. From the Language drop-down list, select a language.
      2. Enter the translated field name in the Field Name text field.
      3. Click Save.
  9. Click Save.

Create a date custom field

  1. On the left navigation, click Settings > Custom Fields.
  2. From the Field Settings screen, click Create Field.
  3. Enter a descriptive Field Name.
  4. From the Entity drop-down list, select Order Items or Invoice Items.
  5. From the Field Type drop-down list, select Date.
  6. From the Analytics Field ID drop-down list, select the custom field number and then click Create.
     Note: The Analytics Field ID determines how this field will be referenced in Analytics. For example, a field with Analytics Field ID 1 might be called Order Item Custom Field 1 in Report Designer. If a field ID is currently in use, it will be inactive in the drop-down list.
  7. From the field details screen, complete the following additional details:
    1. Description - Enter a description for the field.
    2. Active - By default, the field is active. Select No to make the field inactive.
       Note: When a field is inactive, you will not be able to enter values for the field.
    3. Translated Field Names - Click Add Name to add a translated field name. 
       Note: Translated field names will appear when a user selects a language other than your institution's default language. If you do not enter translated names, the interface will display the default field name regardless of the language selected.
      1. From the Language drop-down list, select a language.
      2. Enter the translated field name in the Field Name text field.
      3. Click Save.
  8. Click Save.

Create a list custom field

  1. On the left navigation, click Settings > Custom Fields.
  2. From the Field Settings screen, click Create Field.
  3. Enter a descriptive Field Name.
  4. From the Entity drop-down list, select Order Items or Invoice Items.
  5. From the Field Type drop-down list, select List.
  6. From the Analytics Field ID drop-down list, select the custom field number and then click Create.
     Note: The Analytics Field ID determines how this field will be referenced in Analytics. For example, a field with Analytics Field ID 1 might be called Order Item Custom Field 1 in Report Designer. If a field ID is currently in use, it will be inactive in the drop-down list.
  7. For Allow Multiple Selection, select Yes if you want to allow multiple selections in your drop-down list. By default, No is selected.
  8. Click Create.
  9. From the field details screen, complete the following additional details:
    1. Description - Enter a description for the field.
    2. Active - By default, the field is active. Select No to make the field inactive.
       Note: When a field is inactive, you will not be able to enter values for the field.
    3. Translated Field Names - Click Add Name to add a translated field name. 
       Note: Translated field names will appear when a user selects a language other than your institution's default language. If you do not enter translated names, the interface will display the default field name regardless of the language selected.
      1. From the Language drop-down list, select a language.
      2. Enter the translated field name in the Field Name text field.
      3. Click Save.
    4. If you selected Yes for Allow Multiple Selection:
      1. For List Sorting, select how the list options should be sorted.
        • Alphabetic - The list options will appear alphabetically.
        • Manual - The list options will appear in the order they were originally added. 
      2. For List Options, click Add Option and then enter an Option Name and select whether the option is active. By default, the option is active.
         Note: When an option is inactive, you will not be able to select it from a drop-down list.
      3. (Optional) Repeat steps i and ii up to three times.
      4. Click Save.
  10. Click Save.

 

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