Custom fields allow you to track information about your employees through Humanforce HR, and the best thing is that they can be personalised to store whatever data you want! Some examples of data you may want to track using custom fields include Languages, Drink Preferences, Dietary Requirements, Diversity, and Work Days—the possibilities are endless. This article will explain how to start creating your Custom Fields.
This article covers:
- How to Create a Custom Field
- Editing Custom Fields
- How to Create Custom Field Categories
- Ordering Custom Field Categories
- Assigning Access to View and Edit Custom Fields
How to Create a Custom Field
1. Navigate to Settings >> All Settings >> Custom Fields
2. Select the tab you wish the custom field to appear on (Job, Job Remuneration, Person, Training, etc.)
3. Click "Create Custom Field"
If you have created custom field templates, you can also select Choose template on the next screen below.
4. You will then be prompted to enter a name for the new custom field (i.e. Languages, Work Days, Dietary Requirements). Note that the API Name will pre-fill (this API Name is used for integrating this custom field with other platforms via our public API). You do not need to edit the API Name.
5. You will then be prompted to confirm the Data Type. This will determine where the custom field appears on the platform.
Person: These custom fields will appear on the Profile tab under the category you select in step 6.
Job: These custom fields will appear on the Job tab of a Profile.
Job - Remuneration Schedule: These custom fields will appear on the Job tab of the profile in the Remuneration Schedule. These custom fields are tied to the remuneration permissions, they do not have their own set of permissions.
Training: These custom fields will appear when adding a training record and will be shown on each record.
Address: These custom fields will appear on the Profile tab under Address and can be configured per address.
Email Address: These custom fields will appear on the Profile tab under Email Address and can be configured per email address.
Phone Number: These custom fields will appear on the Profile tab under Phone Number and can be configured per number.
Business Unit: These custom fields will not appear on the front end to end users. They offer the flexibility to associate multiple values, such as cost centre or contact details, with a Business Unit so these details can be referenced by the Public API and your tech ecosystem.
Location: These custom fields will not appear on the front end to end users. They offer the flexibility to associate multiple values, such as parent location or contact details, with a Location so these details can be referenced by the Public API and your tech ecosystem.
Business Entity: These custom fields will not appear on the front end to end users. They offer the flexibility to associate multiple values, such as default superannuation funds or contact details, with a Business Entity so these details can be referenced by the Public API and your tech ecosystem.
Position Title: These custom fields will not appear on the front end to end users. They offer the flexibility to associate multiple values, such as cost codes or role level, with a Position Title so these details can be referenced by the Public API and your tech ecosystem.
5. Select a Field Type. The types of custom fields that can be added are:
- Input Field (Text): This field will only allow text values.
- Input Field (Number): This field will only allow numeric values.
- Single Select: This field will allow a single selection from a list you define. This will appear as an additional filter on the people directory.
- Multi-Select: This field will allow for multiple selections from a list you define. This will appear as an additional filter on the people directory.
- People Dropdown: Use this field to select the name of another employee on the platform. This is often used if an employee has an assistant or an onboarding buddy.
6. If this field will be displayed on the Profile tab or the Job - Remuneration Schedule, select the Custom Field Category (section) you wish it to display under.
7. Check Exclude from Analytics if you do not wish this field to be visible in analytics. This option cannot be reverted.
8. Check Custom Field is Required if you want to mandate completion of this field when anyone is creating or updating data in your platform. Be cautious of making fields mandatory, as this can cause integrations to fail.
9. **Analytics Category (the option to select an analytics category that this custom field will be linked to is not currently in production, but the drop-down has been created to enable a future product enhancement). No action is required on this field.
10. Check Custom Field is Sensitive if you wish for data recorded in this field to be hidden by a privacy screen to all viewers, with the option to select Press to Reveal to view the data.
11. Click Create.
Editing Custom Fields
It is possible to edit Single Select and Multiple Select custom field options.
To edit an existing custom field:
1. Navigate to Settings >> All Settings >> Custom Fields >> Edit
2. Add an Option, Disable an Option, Sort the Options or change the custom field settings.
How to Create Custom Field Categories
Custom field categories allow you to categorise those custom fields into sections, which can then be opened up to the relevant people. This section will explain how to start creating your very own Custom Fields Categories.
1. Navigate to Settings >> All Settings >> Custom Fields
2. Select the tab you wish the add a new section to (Person or Job - Remuneration Data)
3. Click "Create Category"
4. Enter the name of the category that will appear as a section on the profile tab.
5. Select any custom fields already created that you wish to add to this category
6. Create
Ordering Custom Field Categories
Once the categories are created, the order in which they appear on the page can be decided from this area. Click on the left-hand side of the category to drag and drop it into the position you want it to appear on the employee tab.
Assigning Access to View and Edit Custom Fields
Once you have created your custom field, you can decide which permission groups should be able to view and/ or edit the responses to the custom field.
To assign access:
1. Navigate to Settings >> Permissions
2. Select the relevant Permission Group
3. Click Edit
4. At the bottom of the page, under Custom Fields Permissions, you will find all related permissions.
5. Each custom field will have 6 related permissions which allow you to view or manage custom fields for all employees, subordinates or self.
6. Assign the level of access required for the Permission group and Save.
If an end user does not have access to view any of the custom fields within a specific category, the category will not be visible to them. Conversely, if an end-user has access to view custom fields that are part of one of your custom field categories, they will have access to that category.