In this article, we will cover why you should use user-defined fields and how to set them up.
Dalux FM comes with the most commonly used fields for data collection and it can be used without the need to set up additional fields.
You can create custom fields in settings and add them to relevant sections of Dalux FM to collect specific information as needed.
Table of contents
How to set up user fields
User rights
You must be a Dalux FM Administrator to be able the create and edit user fields.
WARNING
Deleting groups or fields will permanently remove their data, which cannot be recovered. Only delete if you're certain of the consequences.
To create user fields go to Settings
User fields.
Depending on the modules enabled for your instance, you will see a different categories of custom user fields. Click an area to add custom fields for that area.
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The data entered in a specific user field can only be used in that particular area and cannot be transferred to another. For instance, if you have created a user field for work orders, the information entered in that field cannot be transferred to a ticket.
Each area contains the same components of groups and fields for creating user-defined fields:
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'Properties' is the default group for user fields.
To add a new field, click Add. To add a new group click
Add group.
Groups can be renamed, moved up and down, and deleted using the toolbar that appears when you mouse over a group's name. Fields can be dragged and dropped to rearrange them within the same group or to move them to a different group.
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How to create user fields
ClickAdd to add a new field or
Edit to edit an existing field. A new window will open.
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A custom field needs a name and field type. Depending on which field type you pick, you will have different options.
It is possible to set whether the field is obligatory. You cannot save data to the object if a obligatory user field is empty.
A help message can be added as well. This will add an information icon that displays help text when the user hovers the mouse over it.
Field types
There are several options for this field, and they affect the type of data the field can contain. Please note that if you have selected one type and later want to switch to another, this will limit your choice.
For example, if you have created a field of type 'Text' and saved your progress, you will not be able to switch to 'Integer' later because the 'Integer' field does not allow letters.
Header
Use the header type to create a structure within the group and drag and drop fields below the header to sort the fields as you like.
Text
The text type allows free text to be entered with the following restrictions.
- Unique values: The text must be unique, so no two objects can be the same text. If turned on, it will disable the default value.
- Default value: Select the default value to use when creating new objects with this field.
- Min length: Enter the minimum number of characters the field must have.
- Max length: Enter the maximum number of characters the field can contain.
Notes
The notes type allows for free text to be entered without any restrictions.
- Default value: Select the default value to use when creating new objects with this field.
List
The list type allows users to select one value from a predefined list.
- Hierarchical: Choose this option, if the values should contain sub-values under list values.
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List values: This shows the current number of possible values. Click the
pop-up icon to create and edit the values.
- Default value: Select the default value to use when creating new objects with this field.
- Show value color: Select this option if you want the values to include a color option.
Date
The date type allows users to select a date from a calendar.
- Unique values: The date must be unique, so no two objects can be the same date. If turned on, it will disable the default value.
- Default value: Select the default value to use when creating new objects with this field.
Yes/No
The yes/no type allows users to choose between yes (checked) and no (unchecked).
- Default value: Select the default value to use when creating new objects with this field.
Integer number
The integer type allows users to enter a whole number.
- Unique values: The numbers must be unique, so no two objects can be the same number. If turned on, it will disable the default value.
- Default value: Select the default value to use when creating new objects with this field.
- Unit type: Select a unit type for this field. Select 'Custom unit' if you want to add a new unit.
- Unit: If you have selected 'Custom unit' under unit type, you can enter the name of the custom unit here.
- Summable: Check this box to sum the values at the bottom of the list views.
Decimal number
The decimal type allows users to enter numbers that are not whole numbers.
- Unique values: The numbers must be unique, so no two objects can be the same number. If turned on, it will disable the default value.
- Default value: Select the default value to use when creating new objects with this field.
- Unit type: Select a unit type for this field. Select 'Custom unit' if you want to add a new unit.
- Unit: If you have selected 'Custom unit' under Unit type, you can enter the name of the custom unit here.
- Summable: Check this box to sum the values at the bottom of the list views.
URL
The URL type allows the user to enter a URL that points to another location or web page.
- Unique values: The URLs must be unique, so no two objects can be the same URL.
List (multiple choice)
The multiple choice list type allows users to select one or more values from a predefined list, with the following restrictions.
- Hierarchical: Choose this option, if the values should contain sub-values under list values.
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List values: This shows the current number of possible values. Click the
- Default value: Select the default value to use when creating new objects with this field.
How to edit list values
The 'List' and 'List (multiple choice)' field types allow you to define a list of values to ensure that the user does not select anything other than what was agreed upon.
Click Add value to create a new value in the list.
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Click the black square to select a color for this value ('Show color' must be selected for the 'List' field type). The text under 'Value' is displayed to users when they select it from the list. The text under 'Description' is displayed to users when they mouse over the information icon.
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Click Add sub value to add a value below (the Hierarchical option must be selected in the Edit field).
Click Remove to remove this value (data will be deleted if the value was selected for an object).
Use the arrows to move the value up and
down the list.
In the More menu you can:
Import to import an Excel spreadsheet of values (get the format by exporting the list first).
Export to export the current values to an Excel spreadsheet.