User-defined Fields allow you to add custom fields to supplement the standard fields you would find in Customers, Customer Contacts, Suppliers, Supplier Contacts and Staff.

The data stored in these fields can improve Reporting and CRM.

Discover User Fields

• Get Started
• User Fields Setup

Get Started

User Access needs to be granted to access User Fields Setups. Navigate to Main Menu > Settings > Users > Select User > Setups Group > User-defined Fields - Access Allowed.

User Fields Setup

The User-defined Fields Setup window will open in the side-panel. Here you are able to create custom fields to record additional Customer, Supplier and Staff specific information.

Navigation

Main Menu > Setup > User-defined Fields

1. Module Filter - This allows you to select the desired Module you wish to add User-defined Fields to. BOSEnterprise is highly customisable, therefore User Fields can only only be created for the following Fixed Modules:
   • Customers and Customer Contacts
   • Suppliers and Supplier Contacts
   • Staff
   • My Company
2. Menu - The Menu button provides the following additional functionality:
   • Refresh - This will refresh the User-defined Fields Setups.
   • Preview - This allows you to see a preview of the User-defined Fields you have set-up. Once you've selected this function a window will appear showing how the User Fields will work in the application. This saves you from restarting the application and opening to the relating module to see how the User Fields you've created looks. See image below:

3. Name - This is where the name of the User-defined Field is entered. The Name should be uppercase and with no spaces. The Name entered here will be used in the SQL Script for Reporting and Estimating.

4. Caption - This is the name or label that is displayed in the User Fields of the module.

5. Editor - This specifies what type of User Defined Field is being created.

• Checkbox - This will provide a check-box allowing you to specify if the field is active or not.
• ComboBox (Fixed list) - This creates a lookup control with a fixed list, i.e., values can only be selected from the lookup list. The values for the lookup list are entered in the Lookup field (6).
• ComboBox (Editable) - This creates a lookup control with an optional list, i.e., users can select values from the lookup list or type their own values.
• Customer - This loads a drop down list of all Customers in the system.
• Date - This gives the field a Date format.
• Date (Read-only) - This provides a Date field that is not editable.
• Filename - This provides a field that allows you to Load and Open files found on local drives.
• Group Header - This allows the Caption to appear as a heading. The order of fields added in the User Fields setups will be how they are displayed in the respective module. I.e., the User Fields listed underneath a Caption Editor Type will automatically be displayed underneath the Group Header in the Module.
• Image - This provides a field where you can upload an images.
• Item - This loads a drop down list of all Items in the system.
• Memo - This is a text field for you to enter long text content.
• Number - This is a numeric field and will only receive numbers as input.
• Number (Read-only) - This is a numeric field that can not be edited.
• Supplier - This loads a drop down list of all Suppliers listed in the system.
• Text - This provides a single text field for entering short text content.
• Text (Read-only) - This provides a single text field that can not be edited.
• Time - This provides a field that is in a time format.
• Timestamp - This provides a field that provides timestamp functionality, i.e., the Date and Time can be set.
• Caption - This will list a Caption with no field, similar to a Group Header. This is handy to sub-categorise groups underneath Group Headers.
• Lookup (SQL) - This creates a lookup ComboBox using the SQL entered in the Lookup list field. The select SQL needs to return an ID (Integer) field and a ‘DESCRIPTION’ (Text) field. The Lookup (SQL) field type can contain parameters in the SQL which will be populated from same-name User-fields. E.g., if the param name is :CUSTOMER it will be assigned the value from the User-defined Field name CUSTOMER. When a Transaction is saved, the Lookup(SQL) field values are validated and cleared if they are no longer valid.

6. Decimals (0.00) - This determines how many Decimals may be used on numeric Editor Types. Max decimals = 4.

7. Layout - This determines how the fields will appear.

• Bottom - The selected field will be displayed below the field entered above.
• Right - The selected field will be displayed on the right of the field entered above.
• Column - The selected field will be displayed in another column on the right of the field entered above.

8. Caption - This specifies where the Caption will be displayed relative to the Editor field.

• Hide - This will hide the caption and only the field will be visible.
• Left - The Caption will be displayed on the left of the field.
• Right - The Caption will be displayed on the right of the field.
• Top - The Caption will be displayed above the field.

9. Width - This is to determine the width of the field. 0 = Default Width; -1 = Full width (this matches the widest Parameter's width).

10 Order - This is to determine the placement or order of the fields and will move the field up or down.

11. By right-clicking on a field or by clicking on the Ellipsis in the right side of the grid, provides the following additional functionality:

• Insert - This will add a new User-defined field above the selected field.
• Edit Lookup List / Edit SQL - The Edit Lookup List and Edit SQL will appear when applicable, i.e., when Combobox or Lookup SQL Editors (5) are selected. When selecting this function a window will appear allowing you to edit the Lookup List (image below-left) or to edit the SQL (image below-right).

• Move Up/Down - This will move the selected field up or down in the data grid.
• Delete - This will delete the selected User-defined field.

See below an example of Supplier User Fields: