User Defined Fields

Overview

SalesPad allows users to add User Defined Fields (UDFs), customizable to their business needs. Up to 200 UDFs per business object can be added. Unless those fields are mapped to existing Dynamics GP user fields, they will be stored within SalesPad tables.

Note: In versions 4.0+, data from certain user fields will be automatically copied to identical user fields on other business objects. For example, if you set up a user defined field on the Sales Document called xTest, and you create another user defined field on the sales line item named xTest, both xTest fields will display the same data when data is saved into one.

  • Data stored in Customer UDFs will automatically copy to the same Sales Document UDF.
  • Data stored in Customer Address UDFs will automatically copy to the same Sales Document UDF.
    • Note: You cannot do the same field on the customer card, address, and document.
  • Data stored in Sales Document UDFs will automatically copy to the same Purchase Order UDF.
  • Data stored in Sales Line Items UDFs will automatically copy to the same Purchase Line Items UDF.
    • Note: This is true when doing SOP to POP links.
  • Data stored in Item Master UDFs will automatically copy to the same Sales Line Item and/or Purchase Line Item UDF on a sales document or purchase order.
  • Data stored in Vendor UDFs will automatically copy to the same Purchase Order UDF.
  • Data stored in Vendor Address UDFs will automatically copy to the same Purchase Order UDF.
    • Note: You cannot do the same field on the vendor card, address, and document.
  • Data stored in Sales Document UDFs will automatically copy to the same Sales Line Items UDF.
  • Data stored in Purchase Order UDFs will automatically copy to the same Purchase Line Items UDF.
  • Data stored in Prospect UDFs will automatically copy to the same Customer UDF.
  • Data stored in Opportunity UDFs will automatically copy to the same Sales Document UDF.

In addition, in SalesPad version 4.0+, data stored in Vendor UDFs can now be mapped to the GP UDFs.

Security

To create or edit user defined fields, User Field Editor must be enabled in Modules > Security Editor.

Note: You must log out and log back in to SalesPad for security changes to take effect.

Creating a New User Field
Business Objects

Go to Modules > User Field Editor.

Note: All other users must be logged out in order to open the User Field Editor.

From the left-hand column, select the business object where a new UDF will be added.

The following is a list of current business objects, with location information indicated in sub-bullets:

  • Assembly
  • Assembly Line
  • BOM
  • BOM Line
  • Cash Receipt
    • Field: Cash Receipts > Receipt Details
  • Contact
    • Field: CRM Contact Card > User Fields tab
  • Customer
    • Field: Customer Card > User Fields tab
  • Customer Addr
    • Columns: Customer Card > Contact Addresses tab Customer Search
    • Field: Customer Contact Card > Contact User Fields
  • Customer Item Number
    • Field: Customer Card > Item Numbers
  • Dispatch Driver
  • Dispatch Route
  • Dispatch Route Stop
  • Dispatch Vehicle
  • Interaction
    • Field: Interaction Entry > Interaction Information, Schedule
  • Inventory Lot Number
    • Column: Inventory Lookup > Serial/Lot Numbers tab
  • Inventory Serial Number
    • Column: Inventory Lookup > Item Serial/Lot Numbers tab
  • Item Master
    • Field: Inventory Lookup > Item User Fields tab
  • Opportunity
    • Column: Opportunity Search
  • Package
    • Settings
  • Package Detail
  • Prospect
    • Column: Prospect Search
    • Field: Prospect Card > Prospect Properties, Related Propertiles, User Fields tab
  • Purchase Line Item
    • Column: Purchase orders > Line Items tab
  • Purchase Order
    • Field: Purchase orders > User Fields tab
  • Purchase Receipt
    • Column: Receipt Search
  • Purchase Receipt Line Item
  • Sales Document
    • Column: Sales Document Search
    • Field: Sales documents > User Fields tab
  • Sales Line Item
    • Column: Sales document > Line Items tab
  • Sales Rep
    • Column: Sales Person Search
    • Field: Sales Person card > User Fields tab
  • Sales Territory
    • Column: Sales Territory Search
    • Field: Sales Territory card > User Fields tab
  • Service Transfer
  • Service Transfer Line
  • System User
    • Field: System User card > User Fields tab
  • Vendor
    • Field: Vendor Card > User Fields tab
  • Vendor Addr
    • Columns: Vendor Card > Contact Addresses tab Vendor Search
    • Field: Vendor Contact Card > Contact User Fields
  • Vendor Item

Click the New button from the User Fields column. 

The new user field window will appear. Enter the field name. User field names should start with a prefix letter such as "x" (Example: xUserField) to facilitate finding the field in a sorted list.

Click OK. You will return to the User Field Editor screen. In the right-hand column, enter the appropriate Field Properties.

Field Properties

  • Map To – If you would like your field to be mapped to a field in GP, select the field from the “Map To” drop-down. The drop-down contains a list of all of the GP UDFs that exist for the selected Bus. Object.
  • Screen Label – The displayed label for the new field.
  • Field Type – Select a field type to suit the data you wish to use. If you are mapping your field to GP, make sure that the field type and length match the GP field to which you are mapping.
  • Default Value – Information entered here becomes the value saved to the database if no value is entered in the field.
    • Note: This field does not actually default values into UDFs. The value is not saved to the database until after a document is saved with the UDF empty. (To avoid confusion, this field is renamed “Blank Value” in later versions.)
  • Value Options – If the user field should contain a drop-down list of values, enter them here. Separate the values with semicolons.
    • Note: Drop-down lists will automatically populate with the first option. Click the “X” next to a drop-down field to clear its data.

Note: Field Properties also contains an Options section, where you can make selections to further customize the user field. Refer to the Field Properties Options section of this document for more information on how to use these options.

Click Save after making all changes, then click Update Database. A confirmation message will appear; click Yes to update.

Field Properties Options

The following explains how to apply the different options under Field Properties in the User Field Editor (Modules > User Field Editor).

Note: Be sure to click Save and Update Database after making any changes in the User Field Editor.

Field is Read Only

Check the Field is Read Only box to prevent changes to previously saved user field file attachments, images, and hyperlinks in SalesPad. You can also check this box to display read-only text. Text, paths, or links entered in the Default Value/Blank Value field in Field Properties will be displayed as Read Only in the user field

In the User Field editor:

In the User Fields tab:

Note: Because Field is Read Only applies to all instances of a user field, but non-default text, images, files, and hyperlinks are only saved for the screen they are entered on (for example: entries on a Customer Bus. Object user field will only apply to the opened customer). Save all desired input before converting to Read Only.

Field is a File Attachment

Check the Field is a File Attachment box to include a file attachment, such as a PDF file, on the user field.

Note: The filename and path of the file you will attach cannot be longer than the user field length configured in Field Properties.

Configure the user field in the User Field Editor. If you would like a file attachment to appear in all instances by default, enter the path to the attachment in the Default Value field in Field Properties.

After closing the User Field Editor, log back into SalesPad and open the screen where you added the user field. Navigate to the User Field tab. If you included a default file attachment, it will display in the new user field. Unless set to Read Only, the file attachment can be changed at any time by clicking the ellipsis button () and selecting a new file.

To add/change a file attachment:

Click the ellipsis () button at the end of the user field.

A new screen will appear. Navigate to and select the file you want to attach.

Click Open. You will return to the main screen, and the selected file path will now display in the field. Users can click the arrow button next to the ellipsis button to view the attached file.

Click Save.

Field is an Image

Check the Field is an Image box to display an image on the user field.

Note: The filename and path of the image you will attach cannot be longer than the user field length configured in Field Properties.

Configure the user field in the User Field Editor. If you would like an image to appear in all instances by default, enter the path to the image in the Default Value field in Field Properties.

After closing the User Field Editor, log back into SalesPad and open the screen where you added the user field. Navigate to the User Field tab. If you included a default image, it will display in the new user field; otherwise the user field will display the text “No image data.”

Unless set to Read Only, you can change the image at any time.

To add/change an image:

Double-click within the user field. A new screen will appear. Navigate to and select the file for the image you want to display.

Click Open. You will return to the main screen. The image will now display in the field. Click Save.

Field is a Hyperlink

Check the Field is a Hyperlink box to display a hyperlink on the user field.

Configure the user field in the User Field Editor. If you would like a hyperlink to appear in all instances by default, enter the hyperlink in the Default Value field in Field Properties. After closing the User Field Editor, log back into SalesPad and open the screen where you added the user field. Navigate to the User Field tab. If you included a default hyperlink, it will display in the new user field. Unless set to Read Only, you can change the hyperlink at any time.

To add/change a hyperlink:

Click the arrow button at the end of the new user field.

A new screen will appear. Enter the URL to save in the user field and click OK.

The URL will now display in the field. Clicking on it will open the link in a browser. Click Save.

Field is a Customer Lookup

If Field is a Customer Lookup is checked, the user field will have an ellipsis button that, when clicked, will open the Customer Lookup screen in a new window. The Customer Lookup screen is identical to Customer Search, but when you search for and select a customer, the screen will automatically close and the selected customer will be displayed in the user field. You can restrict the Lookup to return only customers in a certain class by entering the class in the Customer Class Lookup field next to Field is a Customer Lookup.

Field is Required (Returns Only)

If Field is Required (Returns Only) is checked, the user field must be filled in on returns created from a posted invoice.

Field is Rich Text Memo

Check the Field is Rich Text Memo box to enter or paste formatted text (colors, sizes, fonts, etc.) or images into the user field.

Quick Report

Enter the code for a quick report to view it in the user field (refer to SalesPad Quick Reports  documentation for more information).

Sales Document Types

On the sales document business object, below the options, you can select which sales document types will display the user field.

Adding the New User Fields
Adding the New User Field to the Layout

After creating a new user field, you must add it to the layout so it will be visible in the selected Bus. Object. If your user field applies to a field vs. a column (see the Business Objects section), use the following instructions. If your user field applies to a column only, skip this section and use the next section, Adding the New User Field to a Grid, to add it to your layout.

In the User Field Editor:

Click the Design Layout button. The Layout Editor screen appears. Select the appropriate Bus. Object from the Named Layouts dropdown (some Bus. Objects have multiple options, for example Sales Document: Quote Layout, Order Layout, etc.)

Right-click within the blank part of the screen and select Customize Layout.

The customization window appears.

Drag and drop the new user field to the desired location on the Layout Editor. Make any other desired layout changes and close the Layout Editor.

You will be prompted to save changes. Click Yes. You will return to the User Field Editor. Click Close to exit the User Field Editor. You will be logged out of SalesPad.

When you log back into SalesPad, the new user field should be visible under the User Fields tab of the screen it was assigned to (Bus. Object).

Note: The new user field can also be added to the layout by right-clicking in the User Fields tab of the screen where you added the user field and following the same steps. Save the screen to preserve the newly added field.

Advanced Layout Design – Placing User Fields into Groups and Tabs

Creating a Group:

With the customization window open and fields added to the layout (see previous section), highlight the fields that you want to group (shift+click to select more than one field).

Right-click and select Group. The selected fields will be grouped with a default name. Right-click on the name and click Rename.

Enter the new name for the group.

Note: When saved, standard groups appear on the screen in separate squares:

Creating Tabs:

Right-click on a created group and select Create Tabbed Group.

Note: You can save single or separated tab. They will look like tabs, but will be “flat.”

To create true tabs that can be viewed alternately, the next step is to highlight the entire group by right-clicking the area next to the group/tab name (not on the tab) and select Add Tab.

Right-click on the new tab and select Rename to rename the tab. Select the new tab and drag and drop to add fields or move them into the new tab. Repeat these steps for additional tabs.

Note: You can right-click a group and select Ungroup or Ungroup Tabbed Group to remove the grouping.

When finished, close the Layout Editor and click Yes to save changes. Remember to click Save and Update Database when closing the User Field Editor.

The above is an example of finished tabs in a real environment.

Note: With proper security, you can also customize the layout on the User Field tabs (Allow Screen Layout Customization under Customer Overview, etc.).

For even more layout tips, refer to SalesPad’s Customizing Layouts  documentation (Customizing Layouts is basically the same functionality as the Layout Editor screen in the User Field Editor).

Adding the New User Field to a Grid

If your new user field applies to a grid/column (for example, the sales document search), follow the steps below to add it to the grid:

Open the screen that uses the business object where you added the user field, then right-click the top of the grid and select the Column Chooser.

Drag and drop your new field to the portion of the grid where you would like it to appear. Save the screen to preserve the newly added field.

Editing User Fields

Existing user fields can be edited in much the same way they are added.

To edit a user field, select a Bus. Object, and instead of clicking New in the User Fields column, select an existing user field and edit the Field Properties as needed (refer to the Creating a New User Field section in this document). Be sure to click Save and Update Database after making any changes.

Copying User Fields

User fields can be copied within the same or to other Business Objects.

Select one or more fields that you want to copy.

Click Copy. A message box will pop up asking for the business object in which you want to copy the field(s) to.

Select the business object from the drop down and click OK.

Note: You can copy the fields to any business object. You can also make a copy within the same business object; in this case, the new fields they will have a suffix (“_001”).

Make the necessary adjustments (if any). For example, you can change the field name.

Click Save and then Update Database Table.

Importing User Fields

User fields can also be imported from .xml files. Follow the steps below to import user fields.

Click the Import button.

In the window that appears, browse to the location of the user defined field’s .xml file and click Open.

The Select User Fields to Import screen appears. Select the user fields to import by clicking the check box under the Selected column.

The user can multi-select the table and click Toggle Selection to select/unselect multiple fields. The user has also the option to Select All or Select None.

If the fields to import are from different tables, the user can switch (or remove) the business object filter by clicking the Table Name dropdown.

Once the fields to import have been selected, you can click OK.

You will return to the User Field Editor. For each imported user field, select the corresponding business object (table), click Save, and click Update Database. If user fields from multiple business objects are imported, you must repeat this step for each business object. Follow the necessary steps under the Adding the New User Fields section of this document to display the imported user fields.

Exporting User Fields

User fields can be exported to .xml files. Follow the steps below to export user fields.

Click the Export button, this will popup up a small window from which the user can select the fields to export.

The window will show a list of available fields for the selected business object (table).

By clicking the dropdown on the top right corner, the user can switch between tables or show all the UDFs, regardless what table they are a part of.

Select the fields to export by checking the check box under the Selected column. The user can multi-select the table and click Toggle Selection to select/unselect multiple fields. The user has also the option to Select All or Select None.

Click Export. This will open up the Save As dialog box, from which the user can browse the location and the name of the .XML file that is going to be saved.

Disabling a User Field

You cannot delete a user field that has been saved, but you can disable it.

To disable a user field, navigate to Modules > User Field Editor. Select the business object where a user field will be disabled.

In the User Fields column, disable the user field by checking the Disabled box next to the user field name.

Click Save and Update Database. The user field will no longer be active or visible in SalesPad.


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