User-defined fields are custom fields used to record additional information on Maximizer entries. You can set up different user-defined fields for the different types of entries in Maximizer. Each user-defined field can be associated with only one type of entry. You can create user-defined fields for the following types of entries:
- Address Book – Classifies Address Book entries. You can view these fields in the Address Book page.
- Opportunities – Classifies opportunities. You can view these fields in the Opportunities page.
- Campaigns – Classifies campaigns. You can view these fields in the Campaigns page or in an open campaign.
- Customer Service – Classifies customer service cases. You can view these fields in the Customer Service page.
- Leads - Classifies leads or prospect entries. You can view these fields in the Leads module. You can create the following types of fields for Leads: Alphanumeric, Date, Numeric and Table.
- Users – Classifies Maximizer users.
You can include user-defined fields in Key Fields lists displayed in the Details tab for Address Book entries; opportunities; and customer service cases and in the Basic Information tab of open campaigns.
Types of user-defined fields
You can create different types of user-defined fields depending on the types of values required for the field. Maximizer defines the following types of user-defined fields:
- Alphanumeric user-defined fields – These fields record any alphanumeric text (letters and numbers) up to a specified maximum number of characters. You can encrypt alphanumeric fields for security protection. Note that you cannot disable or enable encryption once you have created the field.
You can use alphanumeric user-defined fields to record URLs for entries. The fields are displayed as hyperlinks in Key Fields lists.
- Date user-defined fields – These fields store a specific date or an annually recurring date.
- Duration user-defined fields – These fields calculate the duration between another date basic or user-defined field and the current date. Because they are calculated from values of other fields, values for duration fields can be viewed in entries but cannot be set manually.
- Formula user-defined fields – These fields calculate values based on other basic or user-defined fields. Formula user- defined fields can return alphanumeric; date; or numeric values. Because they are calculated from values of other fields; values for formulas fields can be viewed in entries but cannot be set manually.
- Numeric user-defined fields –These fields record numeric values. You can specify a number of decimal places. For example; specify two decimal places to use this type of field for monetary values. You can also specify that currency symbols are displayed with the field.
- Table user-defined fields –These fields enable you to select a value or values from a list. This type of field is very useful for multiple choice or multiple value fields. If you create a table user-defined field with the “single value only” attribute, only one value can be selected from the list.
- Yes/no user-defined fields – These fields record either yes or no values. Since the fields must contain one of these values; these user-defined fields are always mandatory.
| Encrypted user-defined fields cannot be transferred; imported; or exported. They are also not searchable. |
Access Rights for User-Defined Fields
The Maximizer administrator user can create user-defined fields at any time in Administrator. You can also give any user the ability to create; change; or delete user-defined fields in Maximizer by enabling the following access rights in Administrator:
- The User-defined fields access right enables the user to assign values to user-defined fields; but not create fields.
- The User-defined field setup access right enables the user to create new user-defined fields.
You can also restrict user access to a specific user-defined field. The user-defined field properties has options for Full Access (read and write) and Read Access (read-only) permissions.
The Full Access and Read Access fields contain a drop-down list of users; groups; and Public. Select which user(s) the Full Access or Read Access permission applies to:
- Public – Assigns the user-defined field access permission to all users.
- [user] – Assigns the user-defined field access permission to an individual user.
- [security group] – Assigns the user-defined field access permission to all members of a security group.