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Custom Fields

Overview​

Custom Fields allow you to extend the standard data model with additional fields tailored to your specific business needs. You can add custom fields to the following entities:

  • Cases - Add case-specific information like scanner company, order numbers, or special requirements
  • Products - Track product-specific data like material types, supplier information, or internal codes
  • Doctors - Store doctor-specific details like license numbers, specializations, or preferences
  • Customers (Doctor Offices) - Manage customer-specific information like account numbers, preferences, or special instructions

Custom fields are fully integrated into the system and appear alongside standard fields in forms, detail views, and data tables.

Field Types​

Custom fields support a variety of data types to accommodate different kinds of information:

Text Fields​

Single Line Text​

  • Maximum 100 characters
  • Best for short text entries like names, codes, or identifiers
  • Example uses: Reference numbers, scanner IDs, account codes

Multi Line Text​

  • Maximum 2,000 characters
  • Ideal for longer text entries like notes, descriptions, or comments
  • Example uses: Special instructions, detailed notes, custom requirements

Number​

  • Numeric values with up to 5 decimal places
  • Supports both integers and decimals
  • Example uses: Measurements, quantities, pricing multipliers

Selection Fields​

  • Single selection from a predefined list of options
  • Users can only choose one option from the list
  • Example uses: Scanner type, material preference, region

Multiple Checkboxes​

  • Multiple selections from a predefined list of options
  • Users can select zero, one, or multiple options
  • Example uses: Available services, applicable features, supported materials

Single Checkbox​

  • Simple yes/no or true/false value
  • Displays as a checkbox that can be checked or unchecked
  • Example uses: Rush order flag, priority customer, new patient

Date and Time Fields​

Date Picker​

  • Calendar-based date selection
  • Stores date only (no time component)
  • Example uses: Expected delivery date, contract renewal date

Time Picker​

  • Time selection (hours and minutes)
  • Stores time only (no date component)
  • Example uses: Preferred delivery time, appointment time

Date & Time Picker​

  • Combined date and time selection
  • Stores both date and time components
  • Example uses: Scheduled appointment, expected completion timestamp

User Field​

User​

  • Selection of a user from your organization
  • Displays user's name and profile picture
  • Stores reference to the selected user
  • Example uses: Account manager, assigned technician, sales representative

Field Configuration​

Required Flag​

When a custom field is marked as Required, it must have a value before certain actions can be performed:

For Cases:

  • Cases cannot be scheduled if required custom fields are not filled out
  • Users will receive an error message indicating which required fields are missing
  • All required fields must be completed before the case can move to scheduled status

For Products, Doctors, and Customers:

  • The entity cannot be created if required custom fields are not filled out
  • The creation form will validate and prevent submission until all required fields are completed
  • Users will see clear error messages indicating which required fields need values

Uniqueness Constraint​

The Unique flag ensures that no two entities of the same type can have the same value for that field. This is useful for enforcing business rules around identifiers or reference numbers.

Applicable Field Types:

  • Single Line Text
  • Multi Line Text
  • Number

The uniqueness constraint is not applicable to other field types (dropdowns, checkboxes, dates, times, or user fields).

Validation Rules:

  • The system checks for duplicate values across all entities of the same type
  • Empty or null values are not considered duplicates (multiple entities can have no value)
  • Validation occurs during creation and updates

For Cases:

  • Cases cannot be scheduled if they violate uniqueness constraints
  • An error message will indicate which field has a duplicate value and that it must be unique

For Products, Doctors, and Customers:

  • The entity cannot be created if uniqueness constraints are violated
  • An error message will specify which field value is already in use by another entity

Default Values​

Default values are automatically populated when creating new entities, saving time and ensuring consistency.

Field Types with Default Values:

  • Single Line Text / Multi Line Text: Pre-filled text value
  • Number: Pre-set numeric value
  • Single Checkbox: Default checked (true) or unchecked (false) state
  • Dropdown Select: Pre-selected option from the available choices
  • Multiple Checkboxes: Pre-selected options (can be multiple)
  • User: Pre-selected user from your organization

Field Types Without Default Values:

  • Date Picker
  • Time Picker
  • Date & Time Picker

These temporal fields do not support default values as date/time values are typically specific to each entity instance.

Usage Guidelines​

Creating Custom Fields​

  1. Navigate to Settings > Custom Fields
  2. Select the entity type (Case, Product, Doctor, or Customer)
  3. Click "Create New Field"
  4. Configure the field:
    • Label: The display name for the field
    • Type: Select the appropriate field type
    • Required: Check if the field must have a value
    • Unique: Check if values must be unique (only for text and number fields)
    • Options: Add available choices (for dropdown and checkbox fields)
    • Default Value: Set a default value (if applicable)

Best Practices​

  • Use clear, descriptive labels that indicate what information should be entered
  • Mark fields as required only when the information is truly necessary for business processes
  • Use unique constraints for identifiers, reference numbers, or codes that should not be duplicated
  • Provide sensible default values to speed up data entry and ensure consistency
  • Choose the most appropriate field type for your data (e.g., use dropdowns instead of text fields when there are a limited number of valid options)
  • For dropdown and multi-select fields, order options logically (alphabetically, by frequency of use, or by business priority)

Managing Custom Fields​

  • Custom fields can be edited after creation, including changing labels, types, and constraints
  • Changing field types may require updating existing values to match the new type's validation rules
  • Deleting a custom field will remove all associated data for that field across all entities
  • The order of custom fields can be adjusted to control how they appear in forms and views