Admin View Only Custom Fields

Platform managers can create an unlimited number of custom fields which are “Admin View” only. These fields can be different types, not just text entry. For example, you can add a check box to track whether a user read the employee handbook. You can also edit and delete the fields as necessary.

Tip: List managers can generate lists and filter by “Admin View” only custom fields. To do this, use the object in Advanced Lists under Constituent Information, User Base, Custom Field - General. In Academics, users can include "Admin View" custom fields as column headers on a Day attendance list, Class attendance list, or Students list.

Add 'Admin View Only' Fields

  1. In the Admin view only fields section, select Add field.

  2. Enter the Field name.

  3. For Status, select Active.

  4. For Form control , select the type of data entry experience you want, such as a checkbox, dropdown, text, or a date picker. For some fields, you might also associate it with a table of values you previously set up.

    Warning: After the custom field is used and data is saved, you cannot edit the Form Control or select a different table of values.

  5. For Location , select elect General. The location determines where the field should appear in the user interface, such as on a contact card.

    Warning: After the custom field is used and data is saved, you can’t edit the location.

  6. If the field should only be added to a user’s record one time, select Yes for Unique.

  7. Select Yes to make the field Required.

  8. Select Save.

Edit 'Admin View Only' Fields

  1. In the Admin view only fields section, select Edit.

  2. Edit the field as needed and select Save.

Delete 'Admin View Only' Fields

In the Admin view only fields section, select Delete.

Update 'Admin View Only' Fields Values in Bulk

A data manager can use data imports to add or update certain admin view custom fields in bulk. The information will appear under the General information section of each for user profile’s contact card.

Data managers can do this from Core, System tools, Data import, and then select Create import job. Next, select the User update category and then choose Admin view custom fields.

However, there are a few things you should consider before you update this data in bulk.

  • This import works for admin view custom fields that are unique. The labels and values you previously set up must exactly match the label and values in your import file. The import only handles fields which are added to a single location at one time.

  • These fields can be any type except for dropdown menus or checkboxes.

  • For location, select Contact card, General information.

  • If a user in your database already has a value for a field and the user is also in your import job, but the import does not include a value for that same field, then the data import will use the existing data from the database.

  • If a user in your database already has a value for a field, and the user is also in your import job, you can enter an upward ^ symbol (also known as a caret, hat, control, up, chevron, or wedge) as a value. This symbol instructs the import to delete the corresponding data from the database.

Security Permissions

Typically, platform managers create custom fields. However, a platform manager can also enable members of a security role to view and manage custom fields (including "admin view only").

See roles and tasks for security access (task ID 53441).

For example, you might enable users who also manage buildings and rooms to view these fields when they export buildings and rooms.