Create a custom field

Users with the Manage District Settings user permission can create custom fields for facility use requests. You can add, edit, and delete these fields. 

To add a custom field:

1. Select Admin > Manage Request Form.

2. On the Fields tab, select Actions > Add Field. A pop-up appears.

   

3. On the Details tab:
   a. Fill out the following fields:

   Field	Description
   Section	Select where you want the field to appear.
   Type	Select the type of field you want to create: Multi Select Dropdown: Creates a drop-down that lets users select multiple items. Number: Users must enter a number. Single Select Dropdown: Creates a drop-down that lets users select one item. Text: Creates a blank text field. Important: If a field triggers a cost, any text entered adds the cost to the request. For example, if a field says 'Please type Yes to agree', any text that is entered, including 'No', adds the cost. Y/N: Creates a drop-down with an optional notes field. Y/N with Required Notes: Creates a drop-down with a required notes field. Note: For any Y/N field, you can set a default value on the Classifications tab to prevent users from changing it. For example, you can force a field to always be Yes.
   Field name	Enter a name. Notes: • There is a 50-character limit. • Suggested Field name by type:    o Number:  # of ____, or Number of _____    o Text: Use specific language to ensure you get the information you need, as this is a free-text response.    o Y/N: Enter a question that can be answered only yes or no.    o Y/N with Required Notes: Make sure the notes field captures the additional information you need. For example. if you need doors unlocked, enter the desired time.     o Single and Multi Select Dropdown: You create the options for the drop-down on other tabs. • The following special characters are not allowed:    o Single quote    o Double quote    o Comma    o Semi-colon    o Percent symbol
   Find a Space page Label (Optional)	Enter a label to display to allow users to apply filters, such as needing custodial help or lighting for an athletic event.
   Show on Find a Space page (Optional)	Select one of the following: Yes to allow users to apply this filter when locating a space for facility use. No to hide it.
   Required	Select whether the field is required.
   Admin Use Only	Select whether only Admin users can view this field. If you select Yes, this field does not show in emails.
   Active	Select whether to show this field on the request form. Selecting No retains the record data.
   Budget Code (Optional)	Enter a budget code to appear on the invoice.
   Help Text	Enter text to give a requestor more information about this field. An icon appears next to the field. When you hover over it, the text appears.
   Create a request in Work Orders	To have a request generated automatically in  Work Orders, select which types of requests you want: Maintenance Technology Key Request Archive Request Example: If you have a field asking if a projector is needed, you can generate an automatic IT request for the event. Note: This is unavailable for single and multi select drop-downs.

   b. Click Save & Continue Editing.

4. On the Rates tab:

   

   a. Complete the following fields:

   Field	Description
   Default Rate	Enter a default rate amount in dollars.
   Default Rate Period	Select the default rate period: Per Hour or Per Event.
   Use Minimum Charge	If you want to Use Minimum Charge, select the checkbox.  Note: If selected, the Rate Per Class section expands to include minimum hours, minimum charge, and successive rate.
   Rate Per Class	Note: If your district does not use classifications, skip this step. • If Use Minimum Charge is not selected, next to each class: a. Under Rate Period, select Per Hour or Per Event. b. Enter the rate for Weekday, Saturday, and Sunday. • If Use Minimum Charge is selected, next to each class: a. Under Rate Period, select Per Hour or Per Event. b. Enter the minimum rate, minimum charge, and successive rate for Weekday, Saturday, and Sunday.

   b. Click Save & Continue Editing.

5. On the Classifications tab, select which classifications will see this field:

   

   a. Do any of the following:

   To...	Then...
   Add a new classification	i. Click Add Classification. The field classification pop-up appears. ii. Select the Classification(s) you want. iii. (Optional) Select a Default Value. Note: A default value appears on the form, and users cannot change it. iv. To allow users to change the default value, select the Override checkbox. v. Click Save.
   Delete an existing classification	i. Next to the classification you want, click . A confirmation pop-up appears. ii. Click Yes.
   View change history	Click Change History.

   b. Click Save & Continue Editing.

6. On the Spaces tab, select which spaces this field appears on:

   

   a. Select one of the following:
       • To include the selected spaces, select Apply to all spaces below.

       • To exclude the selected spaces, select Apply to all spaces except the spaces below.

   b. Select the spaces you want to include or exclude.

   c. Click Save & Continue Editing.

7. On the Notifications tab, select which users are notified when this field is filled out:

   

   a. Click Add Site.
   b. Do any of the following:

   To...	Then...
   Notify a user at a specific site	a. Select the site. b. Select the user. c. Click .
   Notify a user regardless of the site	a. Select the user. b. Click .
   Edit an existing notification	a. Click . Make any changes. Click .
   Delete an existing notification Note: If a field is associated with any requests, deleting the field removes it from those requests.	a. Next to the notification you want, click . A confirmation pop-up appears. b. Click OK.

   c. Click Save & Continue Editing.

8. On the Relationships tab, select how you want this field related to other fields:

   
   a. Under Field Relationship, do any of the following:

   To...	Then...
   Always show a field	Select Independent.
   Only show a field when a specific field is selected	i.  Select Child. ii. Under Parent Fields, select the fields you want to trigger this field.
   Show additional fields when this field is selected	i. Select Parent. Note: Only Yes/No fields can be set as a parent. ii. Under Child Fields, select the fields you want triggered by this field.
   View change history	Click Change History.

9. Click Save & Continue Editing.
10. When you have finished setting up the new field, click Save & Return to List.