TracCloud: Custom Fields: Difference between revisions
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<big><b>Custom Fields</big></b><br> | <big><b>Custom Fields</big></b><br> | ||
Custom fields can be configured throughout TracCloud to store additional data that your campus may require. These custom fields can be displayed in student profiles, appointments, visits, faculty, registrations, and more.<br><br> | Custom fields can be configured throughout TracCloud to store additional data that your campus may require. These custom fields can be displayed in [[TracCloudGuideListingsStudents|student profiles]], [[TracCloudGuideBasicsSchedule|appointments]], [[TracCloudGuideListingsVisits|visits]], [[TracCloudGuideListingsFaculty|faculty]], [[TracCloudGuideListingsRegistrations|registrations]], and more.<br><br> | ||
These fields can be viewed just like other fields, and even used in reports. This data can also be imported from your Student Information System just like the rest of the standard fields, more information on that can be found in our Import articles.<br> | These fields can be viewed just like other standard fields, and can even be used in reports. This data can also be imported from your Student Information System just like the rest of the standard fields, more information on that can be found in our Import articles.<br> | ||
[[File:8420812.png|800px]] | [[File:8420812.png|800px]] | ||
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[[File:7023274.png|800px]]<br><br> | [[File:7023274.png|800px]]<br><br> | ||
* <b>Hamburger icon</b> | * <b>{{#fas:bars}} Hamburger icon</b> | ||
::By clicking-and-dragging this icon, we can move this field throughout our list. This also determines the order the fields appear in within their respective locations.<br><br> | ::By clicking-and-dragging this icon, we can move this field throughout our list. This also determines the order the fields appear in within their respective locations.<br><br> | ||
* <b>Name</b> | * <b>Name</b> | ||
::This is the field name. The field name cannot contain spaces (see Prompt Text later)<br><br> | ::This is the field name. The field name cannot contain spaces (see <i>Prompt Text</i> later in this article)<br><br> | ||
* <b>Pencil icon</b> | * <b>{{#fas:pencil}} Pencil icon</b> | ||
::Opens a menu with additional options, which will be covered later in this article.<br><br> | ::Opens a menu with additional options, which will be covered later in this article.<br><br> | ||
* <b>Login/Logout icons</b> | * <b>{{#fas:right-to-bracket}} {{#fas:right-from-bracket}} Login/Logout icons</b> | ||
::These determine if the field is displayed during the login/logout process on the log listing/kiosk. This even applies to non-visit fields. The student could be asked a question relating to one of their student or registration fields, for example.<br><br> | ::These determine if the field is displayed during the login/logout process on the log listing/kiosk. This even applies to non-visit fields. The student could be asked a question relating to one of their student or registration fields, for example.<br><br> | ||
* <b>Exclamation | * <b>{{#fas:exclamation}} Exclamation icon</b> | ||
::Sets the field to required, so an answer must be provided before continuing/saving.<br><br> | ::Sets the field to required, so an answer must be provided before continuing/saving.<br><br> | ||
* <b>No Access icon</b> | * <b>{{#fas:ban}} No Access icon</b> | ||
::Marks the field as inactive. This is recommended if you aren’t planning on utilizing a field anymore, but don’t want to remove the data associated with it. This way the data is still available if you want to re-enable it again in the future, but it won’t be visible throughout general TracCloud use.<br><br> | ::Marks the field as inactive. This is recommended if you aren’t planning on utilizing a field anymore, but don’t want to remove the data associated with it. This way the data is still available if you want to re-enable it again in the future, but it won’t be visible throughout general TracCloud use.<br><br> | ||
* <b>Speech Bubble</b> | * <b>{{#far:comment-dots}} Speech Bubble</b> | ||
::Displays this field on the student timeline alongside Visit Notes.<br><br> | ::Displays this field on the student timeline alongside Visit Notes.<br><br> | ||
* <b>Hide for Consultants</b> | * <b>{{#fas:user-large-slash}} Hide for Consultants</b> | ||
::Hides this Custom Field from consultant view (e.g., for Student Visit Remarks).<br><br> | ::Hides this Custom Field from consultant view (e.g., for Student Visit Remarks).<br><br> | ||
* <b>Location Drop-down</b> | * <b>Location Drop-down</b> | ||
::This determines where the field displays. There are several locations available:<br> | ::This determines where the field displays. There are several locations available:<br> | ||
::<b>Student – Campus / Other Info / Custom1</b> displays within one of | ::<b>Student – Campus / Other Info / Custom1-5</b> displays within one of these tabs on student profiles. The name of the “Custom” tabs can be changed in your [[TracCloudGuideGlobalStudentFields|Student Entry Choices]] preferences.<br> | ||
::[[File:2934944.png|500px]]<br> | ::[[File:2934944.png|500px]]<br> | ||
::<b>Visit – Student / Consultant</b> displays in the visit record. Typically used with “Asked on log in/out” enabled, that way the student or staff member can input this information from the Log Listing/Kiosk view. | ::<b>Visit – Student / Consultant</b> displays in the visit record. Typically used with “Asked on log in/out” enabled, that way the student or staff member can input this information from the Log Listing/Kiosk view. | ||
::<b>Visit - Q2 Raise Hand</b> displays on the <i>Raise Hand</i> prompt for Q2, applying to Q2Remote and when raising a hand from the Log Listing. | ::<b>Visit - Q2 Raise Hand</b> displays on the <i>Raise Hand</i> prompt for [[TracCloudQ2|Q2]], applying to Q2Remote and when raising a hand from the Log Listing. | ||
::<b>Appointment – Student / Consultant</b> will appear during the appointment booking process, with a unique tab containing different questions for students or consultants. | ::<b>Appointment – Student / Consultant</b> will appear during the [[TracCloudGuideBasicsSchedule|appointment booking]] process, with a unique tab containing different questions for students or consultants. | ||
::<b>Consultant</b> displays in consultant profiles under the “Contact & Other Data” tab. | ::<b>Consultant</b> displays in [[TracCloudGuideProfileStaff|consultant profiles]] under the “Contact & Other Data” tab. | ||
::<b>Faculty</b> displays within faculty profiles. | ::<b>Faculty</b> displays within [[TracCloudGuideListingsFaculty|faculty]] profiles. | ||
::<b>Registration</b> appears within registration records. Frequently used for additional enrollment data or midterm grades. | ::<b>Registration</b> appears within [[TracCloudGuideListingsRegistrations|registration]] records. Frequently used for additional enrollment data or midterm grades. | ||
::<b>Reason</b> appears within each of your Reasons. Possibly a description of the purpose of the reason, or any additional information that staff may need to reference when making changes later. | ::<b>Reason</b> appears within each of your [[TracCloudGuideProfileReasons|Reasons]]. Possibly a description of the purpose of the reason, or any additional information that staff may need to reference when making changes later. | ||
::<b>Section</b> appears in each section record. | ::<b>Section</b> appears in each [[TracCloudGuideListingsSections|section]] record. | ||
::<b>Certification</b> appears within consultant certifications.<br><br> | ::<b>Certification</b> appears within [[TracCloudGuideProfileStaff#Certifications|consultant certifications]].<br><br> | ||
* <b>Profile Drop-down</b> | * <b>Profile Drop-down</b> | ||
::Determines which profile this custom field is active for, including “All Profiles” if preferred.<br><br> | ::Determines which profile this custom field is active for, including “All Profiles” if preferred.<br><br> | ||
* <b>Trash icon</b> | * <b>{{#fas:trash}} Trash icon</b> | ||
::Deletes the custom field. We would recommend deactivating the field instead, but if there’s no data tied to it yet or the data needs to be deleted, then this option is available.<br><br> | ::Deletes the custom field. We would recommend deactivating the field instead, but if there’s no data tied to it yet or the data needs to be deleted, then this option is available.<br><br> | ||
<big><b>More Options</b> (Pencil icon)</b></big><br> | <big><b>More Options</b> ({{#fas:pencil}} Pencil icon)</b></big><br> | ||
After selecting the pencil icon, we’re shown an alternate way to look at the same options as before, as well as a few additional settings.<br> | After selecting the {{#fas:pencil}} icon, we’re shown an alternate way to look at the same options as before, as well as a few additional settings.<br> | ||
[[File:2937486.png|800px]] | [[File:2937486.png|800px]] | ||
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* <b>Field Name</b> | * <b>Field Name</b> | ||
::This is the internal name of this field. This needs to be a shorter, unique name without spaces, something like “Student_Notes” instead of “Do you have any notes on your visit today?” | ::This is the internal name of this field. This needs to be a shorter, unique name without spaces, something like “Student_Notes” instead of “Do you have any notes on your visit today?”. This will be visible when running reports and on data exports.<br><br> | ||
* <b>Prompt Text</b> | * <b>Prompt Text</b> | ||
::This is the text that’s shown to your users when viewed. Continuing from the example above, this one should be “Do you have any notes on your visit today?” | ::This is the text that’s shown to your users when viewed. Continuing from the example above, this one should be “Do you have any notes on your visit today?”. This is visible in the record itself.<br><br> | ||
* <b>Field Entry Type</b> | * <b>Field Entry Type</b> | ||
::This determines the type of response available. | ::This determines the type of response available. | ||
::<b>Single line entry field</b> allows us to either type in a custom response or select an option from the drop-down menu. | ::<b>Single line entry field</b> allows us to either type in a custom response or select an option from the drop-down menu. | ||
::[[File:2347267.png|450px]] | ::[[File:2347267.png|450px]]<br><br> | ||
::<b>Text Entry Area</b> provides a text box that we can write anything we’d like in. If this option is selected, we can specify how many lines tall this box is by default. | ::<b>Text Entry Area</b> provides a text box that we can write anything we’d like in. If this option is selected, we can specify how many lines tall this box is by default. | ||
::[[File:6641678.png|400px]] | ::[[File:6641678.png|400px]]<br><br> | ||
::<b>Checkbox</b> simply provides a checkbox next to your field name. | ::<b>Checkbox</b> simply provides a checkbox next to your field name. | ||
::[[File:9716451.png|250px]] | ::[[File:9716451.png|250px]]<br><br> | ||
::<b>Multiple Checkboxes</b> provides multiple choices, allowing more than one to be selected at once. | ::<b>Multiple Checkboxes</b> provides multiple choices, allowing more than one to be selected at once. | ||
::[[File:5621189.png|325]] | ::[[File:5621189.png|325]]<br><br> | ||
::<b>Radio Option</b> provides multiple choices, but only allows a single option to be selected. | ::<b>Radio Option</b> provides multiple choices, but only allows a single option to be selected. | ||
::[[File:2535104.png|425px]] | ::[[File:2535104.png|425px]]<br><br> | ||
::<b>Toggle Option</b> displays as a toggleable choice. By default, Yes/No will be used, but custom options can also be specified in the “Field, Menu or Radio Choices” box. | ::<b>Toggle Option</b> displays as a toggleable choice. By default, Yes/No will be used, but custom options can also be specified in the “Field, Menu or Radio Choices” box. | ||
::[[File:7934219.png|425px]] | ::[[File:7934219.png|425px]]<br><br> | ||
::<b>Menu Field</b> provides a drop-down list of options when selected. | ::<b>Menu Field</b> provides a drop-down list of options when selected. | ||
::[[File:4388069.png|425px]] | ::[[File:4388069.png|425px]]<br><br> | ||
::<b>Signature</b> provides a box that users can scrawl their signature in. | ::<b>Signature</b> provides a box that users can scrawl their signature in. | ||
::[[File:5057544.png|425px]] | ::[[File:5057544.png|425px]]<br><br> | ||
::<b>Label (non-entry)</b> allows you to add text without being tied to an entry field. | ::<b>Label (non-entry)</b> allows you to add text without being tied to an entry field. | ||
::[[File:7063541.png|400px]] | ::[[File:7063541.png|400px]]<br><br> | ||
::<b>Header (non-entry)</b> is similar to Label, but displays in a larger underlined font. | ::<b>Header (non-entry)</b> is similar to Label, but displays in a larger underlined font. | ||
Revision as of 13:43, 26 April 2023
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Custom Fields Custom fields can be configured throughout TracCloud to store additional data that your campus may require. These custom fields can be displayed in student profiles, appointments, visits, faculty, registrations, and more. These fields can be viewed just like other standard fields, and can even be used in reports. This data can also be imported from your Student Information System just like the rest of the standard fields, more information on that can be found in our Import articles. File:8420812.png Creating a new Custom FieldAs a basic example, let’s create a custom field for our students. Maybe we want an extra field to specify a student’s assigned advisor. To begin, open up the Custom Fields section in your System Preferences, scroll to the bottom, and select the + icon. This will add a new item to our list, where we can begin configuring the field.
More Options ( Pencil icon) After selecting the icon, we’re shown an alternate way to look at the same options as before, as well as a few additional settings.
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