This article outlines the types and configuration options of custom user fields a Company administrator can reference when requesting these be created in ELMO.
Custom fields can be created where additional data may need be captured in a system that is not already covered by the built-in fields provided.
Custom field types
There are five custom field types that can be created for you in the system:
Date: Can contain a date in DD/MM/YYYY format.
Text Field: Free text field that can contain a single line of text.
Menu: Single select Menu that can be chosen from.
Check Box List: Allows multiple choices from the Menu. Results will be displayed separated by commas.
Tier Menu: This field must be connected to a Parent Menu field. The Parent can be selected from any of the available Custom fields that have standard Menu type. The selection in the Parent Menu field will dictate what selections are available in the Tier Menu field.
Custom field visibility and accessibility settings
Custom fields can be configured to be visible and editable to users in the system based on their role type. The three options that can be configured are:
Visible: This setting determines who can see this field when editing a user's profile.
Editable: This setting determines who can edit this field.
Profile: This setting determines who can see this field when viewing a user's profile.
There are 4 options when adjusting the visibility/accessibility of the above:
Nobody: No user can view or edit.
Everybody: All users can view or edit.
Manager and Company Admin: Only users with a Manager or Company admin Role can view or edit.
Company Admin Only: Only users with a Company admin Role can view or edit.
❗ When setting visibility/editability of a field the permissions on the Editable and Profile fields cannot be lower than the permission on the Visible field i.e., Profile and Editable fields cannot be set to Everybody if Visible is set to Company Admin Only.
Where do custom fields appear
Custom fields will appear in two areas of the system: in the profile section and under the profile tab when editing a user.
1. Select Edit from the actions dropdown.
2. Click on the Profile tab.
3. The custom field will be visible.
Request creation or modification of a custom user field
To request a new Custom field or changes to an existing field a Company Administrator must raise a support ticket through the Help Centre.
When raising a ticket for a new custom field to be created the following information must be provided:
1. Name of the field
2. The type of field (e.g., Date, Text Field, Menu, Check Box List, Tier Menu).
3. The visibility and accessibility of the field (e.g., Nobody, Everybody, Manager and Company Admin, Company Admin Only).
4. If the field is a menu, check box, or tier menu type, the list of selections that are needed. Please provide these in a list without dot points or numbering directly on the ticket or in a file.
When raising a ticket for a custom field to be modified please provide:
1. The Name of the field.
2. The changes required.
❗ The type and the short name (name given to the field in an export file) cannot be changed once created. If these need to be changed a new field will need to be created in your system.
⚠️1. If field selections must be modified please specify the current selection the changes must be applied to and the new selection. If multiple changes are needed please provide a spreadsheet detailing this.
2. If field selections must be deleted they must first be unlinked from all active and inactive users in your system. To do this please see "Unlink selections from active an inactive users."
3. If new selections must be added please provide these in a list on the ticket or in a file.
Unlink selections from active and inactive users
If selections must be removed from a Menu type Custom user field they must be unlinked from active and inactive users in your system. This can be achieved through a user data export and then import. Please see the steps below to perform this.
1. To export navigate to Admin → General → Users.
2. To export all active and inactive users please Apply a filter in the top left of the screen. You can also filter by a particular field if needed.
3. Click Export to csv.
⚠️ Consider making a copy of this exported file and keeping this on record as a backup.
4. Make the necessary changes to data in the exported CSV by either leaving the cell blank for the selection to be removed or populating the cell with the new selection that replaces it.
❗ Note that leaving a field blank will overwrite any data on the user's profile in that field so only do this for the unwanted selections.
5. Save the file.
6. Navigate to Administration → General → Users → Import Users.
7. Download the import template file.
8. Populate this file with at least one line from your full exported file.
9. Test import this file and confirm updates happen as you expect. To import navigate to Admin → General → Users → Import users.
10. Click Choose File.
11. Select the file where it is saved on your computer.
12. Review your file in the invalid rows summary and review all rows sections provided.
13. Confirm the import.
14. If you are satisfied with the updates on using the test file perform the same steps with the full file
❗1. Note that user imports are not reversible so please confirm your data carefully.
2. Please also be aware that excel by default will drop the leading zeros from numbers (phone or employee numbers). Please take steps to open the file with excel in a way that will preserve these.