Add custom fields to client and vendor profiles

Owned by Oksana Vishchuk
Last updated: Aug 14, 2024 by Damian Rozmiarkowski
4 min read

Introduction

XTRF Platform provides several fields that allow you to add as many pieces of information as you need to control your company's operations easily. However, you might sometimes need additional fields to add a particular piece of information. XTRF Platform is fully customizable, allowing you to add non-standard fields. Those custom fields come in various types and can be added to various areas of the Home Portal.

Custom field types and limitations:

Custom fields locations

Custom field types and limitations:

Custom fields locations

  • Checkbox

  • Date

  • Date and Time

  • Multiple Selection (option text length - about 50 characters)

  • Number (about 30 digits)

  • Selection (option text length - about 50 characters)

  • Text (20480 characters)


Please bear in mind that:

  • Custom fields do not allow text formatting

  • If the text is over 57 characters, you’ll need to scroll manually to see it

  • Long texts may affect system performance.

  • Contact Person: The field shows up in both modules:

    • Clients Module > Contact Person > Main Data tab,

    • Vendors Module > Contact Person > Main Data tab,

  • Client: Clients Module > Main Data tab > Identification Data subtab or Main Data tab > Sales Data subtab,

  • Vendor: Vendors Module> Main Data tab > Identification Data subtab,

  • User: Configuration menu > User Management > Users > User > General Info tab,

  • Project: (Smart) Project > Side panel (Classic) Project > Main Data tab

  • Quote: Quotes Module > Main Data tab,

  • Job: The field shows up in both modules (IMPORTANT! This custom field is available for Classic Projects only!):

    • Projects Module > Job > Main Data tab,

    • Quotes Module > Job > Main Data tab,

  • Task: The field shows up in both modules:

    • Projects Module > Task > Main Data tab,

    • Quotes Module > Task > Main Data tab.

I. Create a custom field

First of all, you need to add your own custom field in the configuration menu of the Home Portal:

  1. Sign in to the XTRF Home Portal.

  2. Go to the Configuration menu → General Configuration → Custom Fields and Columns → Custom Fields tab.

  3. Click the Add Custom Field button on top of the table. You will be directed to the Add Custom Field page.

  4. Provide the field's Name. It will be displayed as a custom field's label on the Home Portal.

    1. If some members of your company use the Home Portal in a different language, you may want to add localized names to your custom fields. To learn how to do that, see the Add localized values article.

  5. Provide a short Description of the new field. You will see this description when hovering over the custom field's name.

  6. Select the Type of the field.

  7. Decide on the Default Value of the field. The available options in this section will depend on the selected field type.

  8. From the Scope section, select the Home Portal areas (Сlient or Vendor), where the new field will appear.

    1. For the Client area, decide whether the new field should be Available for Client Portal.

  9. From the Visibility drop-down list, select where the field should be visible, accessible, and editable.

  10. Click the Add button.

To find out more about custom fields, see the General Configuration – Custom Fields and Columns – Custom Fields tab article.

II. Set up the order of the custom fields

If you have prepared several custom fields, you might need to prepare an order in which the custom fields are displayed:

  1. Go to the Configuration menu > General Configuration > Custom Fields and Columns > Field Layout tab.

  2. From the Scope drop-down list, select the Home Portal area where you wish to manage the order of custom fields.

  3. Drag and drop the fields to rearrange their order.

  4. (Optional) In the Client and Vendor areas, you can add new field groups within the Identification Data and Sales Data tabs.
    To add a new group:

    1. Click on the Identification Data or Sales Data lines.

    2. Click the Add Group button. A new text field appears.

    3. Provide the name of the new group.

    4. Click the icon to add the group.

    5. Drag and drop the fields to add them to the group.

    6. To delete or rename a group, click on its line and then click the Delete Group or Rename Group button.

The custom fields should now be visible in the:

  • Clients Module → Client profile → Main Data tab → Identification Data subtab or Main Data tab → Sales Data subtab

  • Vendors Module → Vendor profile → Main Data tab → Identification Data subtab