Unlimited Custom Fields

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As of v5.1, Aeon now supports the creation of new custom fields for Transactions, Users, and Activities. These new fields are created at the database level, so they must be defined in the Aeon Customization Manager.

Creating Custom Field Definitions

Custom fields are defined in the Customization Manager, under System | General | CustomFieldDefinitions. Once a field definition has been entered, that field will be available on all Transactions, Users, or Activities (depending on which context type is chosen).

For more information on creating and configuring customs fields, see The Custom Field Definitions Table.

Adding Custom Fields to Web Pages

Custom fields have been added to existing DLL tags and can be displayed on any of the web pages. Additional display options are available.

For more information on adding custom fields to your web pages, see Custom Fields on Web Pages. 

Viewing and Editing Custom Fields

Once defined in the Customization Manager, custom fields are available on the following forms:

Form Name Type of Custom Fields Available
Request Transaction and User (User fields are read-only)
User Information User
Activity Activity
Merge Request Transaction
Merge User User

Custom fields will also be displayed in all relevant grids.

Custom fields can be renamed on grids and forms in the Aeon Client using Field Customizations in the Staff Manager. When renaming a custom field, use the format "CustomFields.[ShortName]" in the Field Name field.

Cloning Requests

When a request is cloned in the Aeon Client, all custom field values will be copied over to the new request.

When a request is cloned in the web pages (i.e. by the user), only the custom field values present on the relevant request page will be copied. In order to include custom fields that are not displayed to the user, you must include those fields on the request page as hidden inputs.

Routing Rules

Transaction and User custom fields can be used in routing rules:

  • When routing a Transaction field, use the format "t.CustomFields.[ShortName]"
  • When routing a User field, use the format "u.CustomFields.[ShortName]"

Adding Custom Fields to Email Templates

Once defined in the Customization Manager, custom field tags are available to be added to Transaction, User, and Activity email templates. Transaction and Activity custom field tags are limited to their respective template types, while User custom field tags can be added to any of the three.

Tags are formatted as "<#[ContextType].CustomFields.[ShortName]>" (e.g. <#Request.CustomFields.Folder>) and can be added from a Custom Fields submenu within the Request, Researcher, User, or Activity tag menus.

Adding Custom Fields to Print Templates

Once defined in the Customization Manager, custom fields are available to be added as merge fields on print templates. For invoice templates, custom fields are associated with each invoice and payment by transaction number. Custom merge fields can be added from the Insert Merge Field drop-down box in Microsoft Word on print templates and are formatted as CustomFields_[ShortName].

Microsoft Word limits the number of merge fields available on print templates to 255. If a large number of custom fields are added to Aeon and this limit is exceeded, Word will begin removing existing custom fields from the available merge fields in this order: Activity fields, then User fields, then Transaction fields. If any fields are removed on a template as a result of exceeding the limit, a warning will display at the time of printing.

Custom Searching

Custom fields are available for all three custom search types as both search parameters and results columns.

If a saved custom search contains a custom field definition that has been deleted, the user will be presented with an error message listing the removed field(s) when they attempt to load that search. The user must then manually remove those fields and run the search again.

Addons

Custom fields can be retrieved and set via addons. They should be referenced using "[Context].CustomFields" as the table name (where "[Context]" is Transaction, User, or Activity) and the custom field short name as the field name.

Addon functions for a Transaction custom field with the short name "ExpDate" would be written as follows:

GetFieldValue("Transaction.CustomFields", "ExpDate");
SetFieldValue("Transaction.CustomFields", "ExpDate", "12/25/2021");
ExecuteCommand("Save", "Transaction.CustomFields");
SaveDataSource("Transaction.CustomFields");
User custom field values associated with a user who is anonymized or deleted using AnonymizeUser or DeleteUser are deleted.

API Changes

A new custom field definitions endpoint has been created. This can be used to retrieve a list of custom fields defined for each of the three supported context types (Activity, Transaction, or User). For more information see Aeon API. 

Questions?

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