Managing Custom Fields

Guide Overview

The following guide is designed to give Administrators an overview of the following topics related to Custom Fields:

  • How to create and edit a Custom Field
  • How to add custom field groups to tickets, assets, or users

Guide Index

You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.

      1. Creating Custom Fields
      2. Removing/Editing Definition Groups
      3. Removing/Editing Field Definitions
      4. Field Type Glossary

Creating Custom Fields

Custom Fields are highly customizable data entry fields that a district can use to capture or convey information that Incident IQ’s default entry fields do not. Using these, you can enhance what data you can gather and display in your tickets, asset data, and user profiles.

You can access custom fields by selecting Administration > Custom Fields from the left sidebar.

Custom Field Definitions

The first step in setting up a custom field involves setting up a field definition. These determine what type of custom field you are creating and the type of data you wish to capture. To create a new definition click on the New Custom Field button in the Field Definitions tab.

Next, you are required to assign a name, field type, and the number of instances. Checking the box next to Contains Sensitive Info will mark this data field as sensitive. Additionally, you may make this a required field to fill out when prompted by checking Required. Once saved, you’ll now see your new definition in the list of available field definitions.

Tip:   If you are unfamiliar with the different field types and what they do feel free to consult the Field Type Glossary section at the end of this document for further details.

Creating Field Definition Groups

Once you have field definitions in place you can then decide where to enable them. Currently, Incident IQ supports three types of custom fields which are as follows:

  • Tickets: These custom fields are applied to the ticket submission process to capture relevant data for agents or relay pertinent information to requestors.
  • Assets: These custom fields are applied to an asset’s details page and are editable by any user with the appropriate level of permissions.
  • Users: These custom fields are found in the profile section of a user’s profile page.

You can enabling a custom field under the Tickets, Assets, or Users tab by click on on Add Field With New Conditions near the top right. A new window will appear that will allow you to select what definition you would like to use.

The definition field will appear in a new section underneath the Custom Fields column. You can add one or more definitions as a group that share the same conditions. to add another definition to your group click on Add Field.

You can narrow down where these custom field appears by adding a condition(s). Click on Add Condition. In the pop up, select a filter category and narrow down to the condition that you want for that group. Click Save Selection and the new condition will appear under the Conditions column. 

Please note, if you do not add a condition to the group of custom fields they will be available on all objects in the category you added too. You can add a condition based on roles to your custom fields. 

Additionally, every time you select Add Field with New Conditions a new field group will appear. Using this method, you can create sets of custom fields and conditions that you can quickly and easily refine as needed.

Customize the Order of Custom Fields

Under the Field Definitions tab, you can drag and drop each custom field to customize the order in which they appear on tickets, assets profiles, and users profiles. 

Removing/Editing Definition Groups

You can Edit or remove any Tickets, Assets, or Users custom field in a field group by clicking on either the Edit or Remove buttons on the left side of the listed field. Please note, this will only remove the custom field from its selected location.

To edit a condition, simply click on it to open up the filter window to make your changes. If you need to remove a condition entirely you can do so by hovering over the top right corner of the condition and clicking on the X that appears.

Important Note:   All stored data from custom fields is retained even when the custom field is removed. Removing a custom field will only affect the ability for users to enter or view any data related to these features.

Editing/Deleting Field Definitions

You can edit or delete any custom field definition by selecting the Edit button. Next, you can make select revisions to your field definition. Alternatively, if needed you can also delete the field definition from here as well.

Important Note:   All data that was previously captured and stored from custom fields is retained even when the custom field is removed. Although this data becomes hidden, it can be recovered for future use.

Field Type Glossary

The following section covers the various field types available in Incident IQ. Please note some field types should not be used for certain categories of custom fields.

  • Text: Creates a single line text box used for entering short strings of text.
  • MultilineText: Creates a comment box used for entering long strings of text.
  • RichText: Creates a text box capable of supporting custom fonts.
  • Number: Creates a single line text box that allows users to enter a number value (only allows numerical entries).
  • NumberRange:  Creates a set of fields that allow users to enter a number range (only allows numerical entries).
  • Date: Creates a field that allows users to select a single date.
  • DateRange: Creates a set of fields that allow users to enter start and end dates.
  • OnOff: Creates a field that allows a user to select either yes or no.
  • Select: Creates a field that allows users to choose a single item from a premade drop-down menu of selections.
  • MultiSelect: Creates a field that allows users to choose multiple items from a premade list of selections.
  • Phone: Creates a single line text box that allows users to enter phone numbers.
  • Address: Creates a set of text boxes that allow users to enter a street address, city, state, and zip code.
  • FileUpload: Creates a dropbox that allows users to add files using this custom field.
  • ScheduleSelector: Creates a series of orderable fields capable of allowing users to capture up to four separate data points.
  • Information: Creates a custom message box which can contain both a premade message and image.
  • Confirmation Message: Creates a custom confirmation message.
  • IPAddress (Ticket Only): Creates a field that automatically captures the IP address information of the ticket submitter (users will not see this field when submitting a ticket.)
  • Mark as containing protected student information (Ticket Only): This field is used to ensure designated ticket types will always flag as containing sensitive student information upon completion.
  • DetailsSection: Creates a multi-line text box that allows users to enter in long strings of additional ticket details.
  • IIQ User: Creates a drop-down menu that allows users to select any user currently in Incident IQ.
  • IIQ Location: Creates a drop-down menu that allows users to select any location currently stored in Incident IQ.
  • IIQ Asset: Creates a drop-down menu that allows users to select any asset currently stored in Incident IQ.
  • IIQ Ticket: Creates a drop-down menu that allows users to select any ticket currently entered into Incident IQ.
  • IIQ Change Request: Creates a drop-down menu that allows users to select any change request currently entered into Incident IQ (requires Change Management module).
  • IIQ Model: Creates a drop-down menu that allows users to select from any model currently activated Incident IQ.
  • Asset Funding Source: Creates a drop-down menu that allows users to select from any funding source stored in Incident IQ.
  • Asset Status: Creates a drop-down menu that allows users to select from any asset status in Incident IQ.
  • Resolution Action (Ticket Only): Creates a field that allows users to search for a resolution action. 
  • IIQ Part (Asset Only): Created the Parts Summary table. Here you can enter a part number, supplier, quantity, price per unit, PO number, as well as any necessary notes.
  • Ticket Comment (Ticket Only): Creates a field that allows user to add a comment to a ticket.
  • Ticket Labor (Ticket Only): Creates a field that records the agent, date, notes, and efforts for the ticket labor. 
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