Custom Fields

While records provide many fields to track specific information, you may want to store other details. For example, on a constituent's record, you may want to save their dietary preferences or interests. To track this specialized information, use custom fields.

You can view and manage custom fields from:

  • A record, such as of a constituent, gift, event, action, or opportunity — From a record, you can view and manage custom fields for that record.

  • Settings, Custom fields — Manage custom fields for all records.

Manage custom fields from a record

On a record, you can view this specialized information under Custom fields. When you create a custom field — or "attribute" — in the database view, you add its name — or "category" — and specify the type of information — or "value" — it collects, such as dates, text entries, or Yes/No responses.

To view custom fields for a list of constituents or gifts, select Choose columns and choose which details to include.

Note: For security reasons, your organization may limit access to information about some constituents. When a custom field includes a constituent you don't have rights to, their name appears as Someone restricted. For more information, see Record Security.

To add a custom field to the record of a constituent, gift, opportunity, action, event, campaign, fund, or appeal:

  1. Select Add under Custom fields.

  2. In the Category field, choose the custom field to add.

  3. In the Value field, specify the information to save.

  4. Choose when to apply the information to the record.

  5. In the Comment field, enter any additional notes or description about the information.

  6. Select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

To edit the details of a custom field, such as the type of information it collects, select Edit from its menu under Custom fields on its record, adjust its information as necessary, and select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

To remove a custom field from a record — such as if you inadvertently add it to the wrong constituent — you can delete it. To delete a custom field, select Delete from its menu under Custom fields and then select Delete.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Tip: When you delete a custom field, you permanently remove it from the record. To remove a custom field from the list of options under Custom fields, delete it in Attributes from Configuration in the database view.

Manage custom fields from Settings

From Settings, Custom fields, you can manage custom fields that appear throughout your database and on forms.

From Settings, Custom fields, you can view a list of all custom fields. Select the record type to view its specific fields. To quickly find fields, you can search for fields in the list. Sort the list alphabetically by category or drag and drop custom fields to update their order in the list of fields. The display order of custom field types applies throughout your database and on forms.

To display only active custom fields, select Display active entries only.

To add a custom field from Settings, Custom fields:

  1. Select a custom field category, New custom field.

  2. Enter a description of the custom field.

  3. Under Data type, select the format accepted for the custom field, such as text or dates. Select Table to choose an entry from an existing table or one you create.

  4. In the Category field, choose the custom field to add.

  5. In the Value field, specify the information to save.

  6. Select the following options:

    • Allow only one per record — Only one of these custom fields can appear on the record.

    • Required — The custom field is required to be added to the record.

    • Active — The custom field is active.

  7. Select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

To edit the details of a custom field, such as the type of information it collects, from the list of custom fields, select Edit from its menu, adjust its information as necessary, and select Save.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

To remove a custom field, you can delete it. To delete a custom field, in the list of custom fields, select Delete from its menu and then select Delete.

Tip: Don’t see this option? Contact your system admin for rights to make this type of change.

Tip: When you delete a custom field, you permanently remove it from the list of options.

Note: In the database view, custom fields are called attributes.