You can access the "Custom Fields" section from the selected entity's Settings page; once you are on the Settings page, scroll until you locate the "Custom Fields" section. The example below shows the "Custom Fields" section from the Customer Settings page:
To add a new custom field, click on the Plus Sign button:
The Add Field pop-up window will then automatically appear:
In this window, enter the following information:
Property Name- The name assigned to the custom field.
Property Type- Defines the type of field being created. Available options include:
String
Number
Decimal
Date
Yes/No
Multiple Choice
QR Code
Signature
Header
Image Capture
Notes
Phone Number
Phone Number with Extension
SSN
Time Field
Text Area
Vertical Separator
Vertical Spacing
Multiple QR Code
Customer Field
Product Field
User Field
Project Field
Asset Field
Store Field
Dynamic Header
Multiple Option Drop-Down
Max Length- The maximum number of characters allowed in the field.
Min Length- The minimum number of characters allowed in the field.
Unique Field- Ensures that each value entered for this field is unique within the system. Duplicate values will not be allowed.
Required- Determines whether the field must be completed before the form can be saved.
Searchable- Specifies whether the field can be used in searches and filters throughout the system.
Customer Visible- Determines whether the field is visible to customers in the Customer Portal.
Number of Times- Defines whether the field can be entered once or support multiple values. The value can be a single value, like a birthday or anniversary or Multiple Open Ended, such as pet names or favorite colors.
Note: After creating the custom field, you will be unable to update the property type.
Once the required fields are filled, click the Add button to confirm the new custom field. The custom field will then be displayed.
The terms for the adding a custom field are defined below:
| Name: | Description: |
|---|---|
| "Name" | The name of the custom field. |
| "Type" | The type of custom field which includes string, number, decimal, date, yes/no, multiple choice, QR code, signature, header, image capture, notes, phone number, phone number plus extension, SSN, time field, text area, vertical separator, vertical spacing, multiple QR code, customer field, product field, user field, project field, asset field, store field, dynamic header, and multiple option drop-down. |
| "String" | The field where the user can enter text. The field supports limiting the number of characters that can be entered. |
| "Number" | is a number field that does not accept decimals. The maximum and minimum number for the field can be defined. |
| "Decimal" | is a number field that accepts decimals. The maximum and minimum number for the field can be defined. |
| "Date" | is a field that allows the selection of the date from a pop-up calendar or a 3-field layout. It can be specified whether the current date will automatically appear and cannot be edited. |
| "Yes/No" | is a yes/no field indicated by a checkbox. |
| "Multiple Choice" | is a multiple-choice field where the values within it can be specified within "Select Values" by placing a comma between each value. You can indicate if the first value is invalid. For instance, if in the first value you want to give instructions for the multiple choice such as, "Please select from the following." |
| "QR Code" | is a field that captures barcode/QR code data (only for the device). |
| "Signature" | is a signature capture field to capture signatures (only for the device). |
| "Header" | is a bold label that does not allow input. |
| "Image Capture" | is an image capturing field that displays in the mobile device that allows photos to be taken to upload into the field or uploads existing images from the mobile device's gallery into the field. It can be specified to not allow images from the device gallery. |
| "Notes" | adds notes to the notes list for the entity. For example, if a form is filled for a work order, then the note field content will be added to the work order notes list. |
| "Phone Number" | is a phone number field that can be indicated if the phone number will appear in one or three fields. |
| "Phone Number Plus Extension" | is a phone number field that allows for an extension to be entered. It can be indicated if the phone number plus extension will appear in one or four fields. |
| "SSN" | allows the inputting of the social security number within 3 fields (###-##-#### format). |
| "Time Field" | Allows you to specify a 12- or 24-hour time format |
| "Text Area" | is a larger text field for multiple sentences, notes, etc. |
| "Vertical Separator" | is a vertical line separator for the web only. |
| "Vertical Spacing" | places spacing between rows for the web only. |
| "Multiple QR Code" | allows the scanning and inputting of multiple QR codes continuously in this field. |
| "Customer Field" | allows the selection of the customers available in the Permissions to appear in the field. |
| "Product Field" | allows the selection of the products available in the Permissions to appear in the field. |
| "User Field" | allows the selection of the users available in the Permissions to appear in this field. Default to device user, if selected, will display the user who is logged in on the device within the field. |
| "Project Field" | allows the selection of the projects available in the Permissions to appear in the field. |
| "Asset Field" | allows the selection of the assets available in the Permissions to appear in the field. Associate asset with work order, if selected, and if a custom field or form is associated to a work order then it will associate the asset with the work order. |
| "Store Field" | allows the selection of the stores available in the Permissions to appear in the field. |
| "Dynamic Header" | allows you to show data from the associated work order or customer (such as work order description, customer's name, etc.). |
| "Multiple Option Dropdown" | is a drop-down where you can select multiple options. |
| "Required" | Indicates if the custom field is required to fill or not. |
| "Searchable" | If checked, the custom field will become searchable within the New Search pop-up window. (It will not be searchable in the Free Text Search bar). |
| "Customer Visible" | will allow customers to view the form field on the Customer Portal. |
| "Number of Times" | include once which will show the form field one time or multiple open ended which will add the form field multiple times. |
| "Device Read Only" | means the field cannot be edited on the device. |
| "Web Read Only" | means the field cannot be edited on the web. |
| "Long Question Type" | is for the label of the field. It is a user interface setting which gives more space for the label on the device. |
| "Field Description" | are any comments that describe the field. |
| "Show Advanced Options" | include QuickBooks Field Name, Label CSS, and Initial Value for this Field. |
| "QuickBooks Field Name" | only applies to customer forms/custom fields. This refers to the name of the corresponding field in QuickBooks which is used during the import/sync. |
| "Label CSS" | is a web only feature which allows the entered HTML CSS attributes to be applied to the field label (for example, showing the label of the field in red with a font size of 20 px). |
| "Initial Value for this Field" | sets the initial value of this field when the form is added/opened on the device. At present, this needs to be configured by MobiWork's Professional Services team. |
When adding or editing an entity, the custom field will appear in the "Custom Fields" section of the window. The example below displays a custom field within the Edit Customer pop-up window:
If you would like to update the custom field associated with the entity you can easily do so while editing the corresponding entity.
You will also be able to use the newly created custom field in your saved searches. You can create a saved search to search for records associated with the specified custom field, as shown in the customer search example below:
When creating custom fields, you will be given several data types to choose from. These custom field types indicate what kind of data can be stored in these fields. You can view these custom fields on both the web and mobile platforms.
Please note that the appearances of the custom fields on the web and mobile device will differ slightly; however, the required data will be the same. For example, a time custom field will require all digits to be entered, whether on the web or mobile device.
Below are the custom field types, along with images showing how they appear on the MobiWork web application (image left) and mobile device (image right):
String- Allows you to input text. The number of characters is the same as a large string field, but the textbox size is smaller:
Large String- This field is similar to the string field but with a larger textbox. The number of characters that you can enter for a large string custom field is identical to that of a string custom field:
Date- Allows you to enter a specific date. On mobile, it will automatically default to the current date:
Time- Allows you to enter a specific time. On the web, entering text in this field will result in an error. If entered on the mobile device, the data will automatically input the current time:
Date and Time- Allows you to enter the specified date and time. On mobile, it will automatically default to the current date and time:
Whole Number: Allows you to input a whole number (e.g., 1, 2, 3). On the web, entering text in this field will result in an error. On a mobile device, only numerical entry is allowed:
Decimal Number: Allows you to input a decimal number (e.g., 5.6, 3.2, 9.7). On the web, entering text in this field will result in an error. On a mobile device, only numerical entry is allowed:
Yes/No- Provides a checkbox. When checked, it indicates yes; when unchecked, it indicates no:
Multiple Choice- Allows you to enter multiple options for the user to choose from; these options appear as a drop-down box. When selecting a multiple choice custom field in the Add Field pop-up window, separate each option with a comma:
Signature- Allows you to capture a signature. This custom field is only available on the mobile device:
URL- Allows you to type the URL for a website:
Image Capture Allows you to upload an image from a mobile device. On the web, this field can be found in the "Summary" tab of the selected feature's pop-up window:
Barcode/QR Code Allows you to scan or enter a barcode or QR code on a mobile device. On the web, it allows a typed entry (so you can input the barcode number or QR code data):
Image to Text- Allows you to input text related to an image:
Please note that the custom fields in the images above are named for easy identification; when creating your own custom fields, you can label them according to your business needs.
Custom fields allow you to collect and retain specific data, and you can choose to display these fields in customer-facing documents. By understanding these custom field types, you can tailor data entry to meet your specific requirements across both web and mobile platforms.
You can edit an existing custom field by navigating to the corresponding Settings page. Click on the Individual Actions of the desired custom field and from the drop-down select the "Edit" option:
The Edit Field pop-up window will then appear:
In this window, you will be able to edit the following fields:
Property Name- The name assigned to the custom field.
Max Length- The maximum number of characters allowed in the field.
Min Length- The minimum number of characters allowed in the field.
Unique Field- Ensures that each value entered for this field is unique within the system. Duplicate values will not be allowed.
Required- Determines whether the field must be completed before the form can be saved.
Searchable- Specifies whether the field can be used in searches and filters throughout the system.
Customer Visible- Determines whether the field is visible to customers in the Customer Portal.
Number of Times- Defines whether the field can be entered once or support multiple values. The value can be a single value, like a birthday or anniversary or Multiple Open Ended, such as pet names or favorite colors.
Note: After creating the custom field, you will be unable to update the property type.
You can delete a custom field by navigating to the corresponding Settings page. Click on the Individual Actions of the desired custom field and from the drop-down select the "Delete" option:
Please note that this action is permanent and cannot be undone. Any data collected for this field will likewise be permanently deleted:
