You can create and customize two types of fields in the Contact Data Base: global fields and local fields. Fields you create are called User Defined fields. You can view your User Defined fields in the User Defined Global Fields panel and the User Defined Local Fields panel when you view an individual contact in the database, as shown in the following example.
Global FieldsFields that contain the contact's name, address, phone number, and employer information (among other fields illustrated below) are considered global fields because they remain the same for the contact regardless of the student that the contact is connected to.
Local FieldsFields that are specific to the relationship between the student and the contact are considered local fields. For example, local fields define the relationship between the contact and the student, determine parent portal access and which reports should be sent to the contact, and they establish if the contact can pick up the child from school.
To create a User Defined Global or Local field, do the following:
On the Demographics screen, click a student, and click Contacts in the student snapshot at the top of the screen.
- At the bottom of the screen, click Setup [F12], and then click Setup Global Fields or Setup Local Fields.
- Click Add [F2].
Enter a field name in the Field Name column.
The following figure illustrates steps 4–11.
- In the Type column, click Text, and click one of the following from the drop-down list:
- Text: Characters can be entered in any format.
- Integer: Whole numbers can be entered.
- Decimal: Numbers can be entered with a decimal point.
- Date: Dates can be entered in any format you've chosen.
- In the Length column, enter the maximum character length for that field.
Click Optional in the Required column, and click Optional or Mandatory from the drop-down list.
Optional fields can be left blank, whereas Mandatory fields require an entry in order to save the record.
- Click Leave As Is in the Case column, and click one of the following from the drop-down list:
- Leave as Is: No formatting is applied to this entry.
- Sentence Case: The first word of the entry is capitalized, and the rest are left lower case.
- Lower Case: Entries are converted to lower case.
- Upper Case: Entries are converted to upper case.
- Title Case: The first letter of each word is capitalized.
Click Not Validated in the Validation column, and do one of the following:
- Click Not Validated: Validation in Contact Data Base means the field is to be a drop-down list from which you can select different values. If you choose not to validate it by clicking this option, information can be typed into the field based on the type you set in step 5.
- Click Supervisor Only: Only the SUPERVISOR user can define the values of the drop-down list. Any other user can then select the values from the list.
Click Anyone: Any user with access rights to the Data Base module, regardless of their Contact DB rights, can both select items from the drop-down list and define additional list items.
Although this option offers great flexibility, without proper consistency in defining the list values, the list may become messy over time with several undesirable values. If you wish to create a drop-down list with consistent values that users can then choose from, set the this option to Supervisor so that your supervisor can define what the values should be.
When you enable field validation, the field becomes a drop-down list for which you can define values. For example, if you create a User Defined field called "Alumni," you could then set it to be validated, and define the drop-list options to be "Yes" or "No" or to be based on a specific graduation year.
- Skip this step and step 11 if you chose not to validate field in step 9. To add items to the validation drop-down list, click Setup Validation at the bottom, click Add, type field value, and then click Accept.
- Repeat step 10 as necessary to add additional values to the list, and then click Done when finished.
Enter a value in the Default Value column if you want each entry of this field to be the same.
Default Values may be changed after they have been entered by clicking Edit Local Fields or Edit Global Fields when editing contact information.
- Click Save [F10], and then click Done [F10].
- Repeat steps 4–12 to create additional fields.