Custom Fields

Custom fields let your department capture details using a consistent set of choices. For example, add a Local initiative dropdown with options such as School outreach, Smoke alarm campaign, and Community open house, then use it on CRR activities and department events.

Each field is an optional dropdown. You choose its name, options, which records it appears on, and how many options someone can select.

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Where custom fields are available

You can add custom fields to incidents, trainings, inspections, CRR activities, department events, and work orders. One field can apply to several record types; its name, options, and selection limit are shared across those types.

Department administrators manage fields under Settings > Custom Fields. Members fill them in using their existing permission to edit the record. Custom fields follow the record's access and editing restrictions, including locks.

Add a custom field

1. Go to Settings > Custom Fields and select Add Field.
2. Enter a Name that tells members what to record.
3. Under Applies to, check the record types that should show the field. Only enabled modules appear here; work orders are always available.
4. Set Maximum selections to 1 for a single choice, or a higher number to allow several choices.
5. Enter your Options. Select Add Option for each additional choice, and drag the handles to put them in the order you want.
6. Select Save Custom Field.

The field appears on applicable records, including existing ones. Adding a field does not fill in values on those records. Members can leave it blank.

You can drag fields in the settings list to change their display order.

Fill in fields on a record

1. Create or edit an applicable record and find Custom fields. On incidents, it is on the Basic Info tab.
2. Choose an option from the dropdown. For a field that allows multiple choices, check the options you want, up to the displayed limit.
3. Save your changes using the record's save control, or the Custom fields card's save control when editing that card.

A single-choice field and a multi-select field can appear together on the same record.

To remove a value, use the clear button beside the field and save. An empty field displays Not specified when viewing the record.

Change, archive, or restore fields

Select a field's Edit button in Settings > Custom Fields to rename it, change where it applies, adjust the selection limit, or manage its options. Save the field to apply your changes.

Renaming updates the wording on existing records. Use a rename to clarify the same choice. If the meaning has changed, archive the old option and add a new one so earlier records keep their original meaning.

To archive a whole field, select its Archive button in the settings list and confirm. To bring it back, expand Archived and select Restore. To restore an option, edit its field, select the option's Restore option button, and save.

Archived values can be cleared from editable records. Once cleared, they cannot be selected again unless the field or option is restored and applies to that record type.

Search by custom field values

Open search and choose a record type, such as Incidents or Work orders. Applicable active custom fields appear as filters; they do not appear while searching All record types.

Choose options to narrow your results. Selecting several options within one field matches records with any of those options. Filtering by more than one field requires a match in each field.

Archived options can still appear in a filter when matching records use them. Archived fields no longer appear as filters.

Compliance program filters

Activity requirements in a compliance program can count only records tagged with particular custom field options. When you edit a Training hours, Call count, or Event attendance requirement, each active custom field that applies to that record type appears under Custom fields with its options as chips. For example, a requirement can count only training hours where Funding is Grant.

Selecting several options within one field counts records with any of them. Filtering by more than one field requires a match in each field. Leave a field untouched and it does not filter. The requirement summary and the compliance dashboard show the filter in words, such as "At least 12 hours of training where Funding is Grant per calendar year".

A record must carry the selected value when the program is evaluated, so tagging or retagging a training, incident, or event changes the member's standing the next time the program is viewed. Archived options stay on a requirement that already uses them, but cannot be newly selected.

Inspection CSV exports

Inspection CSV exports include a column for each custom field with a saved value in the exported records. Columns use the field's current name, and multiple selections are separated by semicolons. Retained values from archived fields and options are included too.

Related

• Understanding Permissions & Groups
• Understanding the Activity Log
• Work Orders