Custom Fields

Modified on Wed, 23 Jul, 2025 at 4:50 PM

Purpose

The Custom Field feature allows you to add tailored fields to specific modules within your system. These fields are created on a per-module basis and can be scoped to specific custom types within a module. For example, you can configure a custom field to appear for an Audit Action but not for a Treatment Action.

Once configured, custom fields can be displayed across various views, depending on the options you select during setup. These views include:

New Form
Edit Form
Mass Edit Form
Show View
Mobile View

This flexibility ensures that users only see relevant fields based on context, improving data entry accuracy and usability.

Step by Step Guide to Create (or Add) a New Custom Field

Follow the steps below to add a new custom field to your module:

Navigate to Admin > Custom Fields.
- Click on your name at the top.
- Select Admin, search for Custom Fields in the left sidebar or using search bar at the top.
- This will display a list of all existing custom fields grouped by modules.
Click 'Add' on the respective module panel.
Complete the Custom Field Form:

Field Configuration

Field	Description
Title	Enter a brief name for the custom field. This is the name that will be presented to the end users, and also the name that you can use to find it in admin should you ever need to edit it or add to a form.
Description	Enter a description if required for the field. This will display just below the title for the end user.
Type	Select the appropriate type (e.g., Text, Dropdown, Checkbox, Date, etc.). These types are further detailed below on this article.
Help Configuration
Info Image (System Image)	Select an image from the system to guide users. These need to be uploaded in the image section of the admin area.
Info Image URL	Enter the URL of an external image to display as help content.
Hint Text	Provide short guidance text to appear under the field for user assistance in a lighter colour.
Properties
Required	Select Yes if this field must be filled out (default is No).
Sortable	Leave as Yes to allow sorting by this field in lists.
Visible on Lists	Select Yes to display this field in list views (default is No).
Visible on Report Filters	Select Yes to make this field available as a filter when generating reports.
Custom Type Settings
Enable	Check the box next to each relevant custom type where this field should be active (e.g., Audit Action, Treatment Action).
Visibility Settings	Choose where the field should appear by checking the applicable options: Visible on New Form Visible on Edit Form Visible on Mass Edit Form Visible on Show View Visible on Mobile

4. Click Save: Once all settings are configured, click Save to create the custom field.

Different types of custom field

Certain field types have specific configuration options. Below is a breakdown of additional settings available for each:

Boolean

A boolean field is a data type that can only have one of two possible values: true or false. It's used to represent binary states.

Display as: Choose how the field is displayed (default: Lookup).
False Label: Customise the label shown when the value is false in the False Translations box (default: No).
True Label: Customise the label shown when the value is true in the True Translations box (default: Yes).

Custom Matrix

A custom matrix is a data type that allows you to use a matrix to save information instead of simple drop downs.

Custom Matrix: Select a predefined matrix from existing custom matrices.
Number of Cells That May Be Selected: Set how many cells a user can select (default: One cell).

Date / DateTime

A date field is a data type used to store calendar dates that includes year, month and a day. It is used to capture information related to a date.

Example: 11/12/2025

A datetime field is a data type used to store calendar dates including time. It is used to capture information related to specific date and time in an incident or an event.

Example: 11/12/2025 10:30

Show Overdue Label: If set to Yes, displays an overdue label when the date is past due (default: No).
Past Dates Only?: Limits the calendar to past dates or future dates only (default: All dates).

Decimal

A decimal field is a data type used to store numbers with fractional (non-integer) parts, typically represented with digits before and after a decimal point.

Example: 19.99

Decimal Places: Specify how many decimal places the field should support.

Item Lookup

An item lookup field is a data type used to select items created within the system as a field. Example: Risk available in the system as lookup for Incidents module.

Multi-Select Lookup: If set to Yes, allows users to select multiple items (default: No).

Lookup

A lookup field for items is a data type that allows users to select options from an existing list.

Example: Risk Type, Control Effectiveness.

• Scoped Lookup: Set to Yes to limit lookup options based on teams or groups.

• Multi-Select Lookup: If set to Yes, allows selection of multiple options (default: No).

• Dynamic Lookup: If enabled, users can add new options directly from the field (default: No).

• Compliance Lookup: This field now replaces the need to use the Audit Section workflow.

Any custom field lookup that is marked as a compliance lookup can now be applied to an audit template. This enables a broader range of outcome options to be displayed in the compliance summary table within audits, offering greater flexibility and clarity in audit reporting.

Number

A number field is a data type used to store numeric values — such as integers, decimals, or floating-point numbers (without any text or special characters).

• Format Number: If set to Yes, improves the readability of large numbers, e.g. 123,456,789 (default: No).

Note: After saving the custom field, you can manage lookup options by clicking Add in the Lookup Options sub-panel.

Body Parts

A body part field is a data type that gives a sketch of the body parts which is used to indicate which part of the body was injured/affected during an event. This field type is used for incident module.

URL

A URL field is typically a data type that is specifically designed to collect, store, or display a Uniform Resource Locator (URL)—a web address that links to a resource on the internet.

Example: https://compliance.cgrfoundation.com

Email Address

An Email Address field is a user interface element that allows users to input a valid email address. It is used to collect contact information or for authentication purposes.

Example: abc@gmail.com

Heading

A Heading Field is a data type used as a heading for other following fields. It usually represents a concise, descriptive label that summarises the fields below it.

Example: Reporter’s details

HTML

A HTML field is a data type used to bring in information via integrations.

Example: Lexis Nexis Integration

Percent

A Percentage field is a data type that allows users to enter a numeric value representing a percentage. It is typically used in contexts involving ratios, discounts, progress, grades, or statistical data.

Example: 99%

Phone Number

A Phone Number field is a data type designed to collect a user's phone number. It ensures the entry is in a valid format, typically numeric, and often includes area or country codes.

Example: +61456782456

Text

A Text field is a data type that allows users to enter a single line of plain text. It is one of the most commonly used input types in forms, suitable for collecting general-purpose information.

Examples: names, titles, usernames, or search queries.

Textarea

A Textarea field is a data type that allows multi-line text used in forms to collect larger blocks of text from users. Unlike a standard text field, a textarea allows users to enter extended content.

Examples: messages, comments, descriptions, or notes.

How to Edit an Existing Custom Field

Navigate to Custom Fields
Edit the Desired Field

Locate the row for the custom field by using search box at the top that you want to change.
Click the Edit icon (pencil button) in that row.
Please Note: To update lookup options, instead of clicking on the pencil icon, click on the title of the custom field.

3. Update the Field Settings

Modify any of the settings as needed (refer to the Creating a New Custom Field section for details).
Click 'Save' to apply your changes.

Convert Type

After selecting and saving the type of a lookup field, it generally cannot be changed.
To change the type, you must disable the existing field and create a new one with the desired type.
Exception: Text to Text Area Conversion

If the field type is Text (supports up to 255 characters), it can be converted to Text Area (supports up to 20,000 characters).
Note: Conversion from Text Area back to Text is not supported.

How to Disable an Existing Custom Field

To Disable for a Specific Custom Type:

Click the Edit (pencil icon) for the custom field.
In the Custom Type Settings section, uncheck the Enable box next to the relevant custom type.
Click 'Save'.

To Disable Across the Entire Application:

Locate the custom field in the list.
Click the toggle switch in that row to disable the field globally.
Important: Before disabling a custom field, ensure that it is no longer in use or required for reporting, filtering, or data entry.

Frequently Asked Questions

Where is the description displayed? Can I change the format?

The description appears below the custom field title on forms to guide users. The format is plain text and cannot be customised with rich formatting.

Why is a default lookup not listed on the Add Item form?

Default lookup options may not appear if they are not enabled for the specific custom type or if the custom field’s visibility settings exclude the Add Item form.

Why is a lookup option not listed for selection?

Lookup options might be hidden if they are scoped to certain custom types, or if the dynamic lookup feature is disabled and the option hasn’t been added to the list.

Why can’t I see a custom field on the Edit form?

The custom field may not be set to visible on the Edit Form in its settings, or it might be disabled for the current custom type.

Why can’t I select a lookup option even though I can see it?

If the lookup options is read-only based on lookup option settings.

Can I create lookup options on the go?

Yes, if the custom field’s Dynamic Lookup setting is enabled, users can add a new lookup options directly while filling the form. However, it can create duplicates if not controlled well.