User-Defined Fields

Navigate: Closed Configuration > User-Defined Fields

Description

Define fields for maintaining user-defined data in various modules of Aumentum. User-defined fields can be attached to a specific bill for searching in the Info Center, correspondence, or reporting on Advertising List.

Steps

  1. On the Search for User-Defined Fields screen, make a selection from the Module drop-down list.

    • Optionally, specify a code and label.
    • You can leave all fields blank to find all user-defined fields.
    • Click Search.
    • In the Search Results panel, click to select an item in the grid.

    2. OR

    Click New.

  2. On the Maintain User-Defined Field screen, make a selection from the Module and Object type drop-down lists.

  3. Enter the display label that will appear on the screen for the field.

  4. Enter a unique code for the field, which identifies it in reports and formulas.

    IMPORTANT: The code entered must be unique from all other previously-entered codes.

  5. Enter the display order the field will appear on the screen when more than one user-defined field is present.

  6. Make a selection from the Data type drop-down list.

    NOTE: Data types are effective dated. For example, if 6/30/2011 is set as the effective date but the data type is effective dated prior to 6/30/2011, the UDF and data type will not display.

    NOTE: Not all data types are used with every module/object type.

    • Character – Data entry field which accommodates letters, numbers, and symbols, up to 255 characters. Use the Memo data type for fields that must accommodate more characters.

    • Date – Field requires the entry of a date and includes a date picker.

    • Decimal – Data entry field which accommodates positive and negative numbers, including decimals.

      NOTE: The Aumentum standard for entering decimal rates on a screen with a UDF is, for example, as shown here: 0.5, 0.00317, etc.

    • Formula – Data entry field which accommodates mathematical expressions referring to other user-defined field codes. Supported expressions include + - * /. The field codes in the expression must be in brackets (Example:, [ForNo1] + [ForNo2]).  

      NOTE: When entering a decimal for any UDF rate fields on a screen, enter percentages as in the following examples:

      • 3.17% would be entered as .0317

      • 50% would be entered as 0.5

    • Label – Displays as a label on the screen for instructional purposes. No data entry is available. This is used only for setting up value modifier Application Types in Assessment Administration.

    • Memo – Data entry field which accommodates letters, numbers, and symbols, up to 4000 characters.

    • MultiSelectList

    • Numeric – Data entry field which accommodates whole numbers only (positive integers and zero).

    • Query Data

    • Query list – Data entry field which accommodates queries based on a formula. This is used only for setting up value modifier Application Types in Assessment Administration.

    • Systype – Field requires the selection of a systype category. The systypes in the category will be displayed in a drop-down list on screens where the field appears.

      NOTE: If you want to create a custom drop-down list, you can create a new systype category and create systypes for the items you want in the list.

    • Yes/No – Field displays as a checkbox.

  7. Enter the field length as a maximum number of characters, if applicable. (This does not apply to date, label, systype, or yes/no fields.)

  8. Optionally, make a selection from the Group type drop-down list to specify how UDFs are grouped together for display.

    1. In the sidebar, click Common Actions > Add New Group.

    2. On the Select or Add a Systype screen, click New.

    3. On the Edit a Systype screen, enter or edit a short description and description for the category.

    4. Specify the display order for this systype.
    5. Select each checkbox to make it selectable and deletable, if desired.
    6. Click Save.
      • Click List to return to the Select or Add a Systype.
      • Click Close to end the task.

  9. Select the Is active checkbox, if applicable.

  10. Select the Is required checkbox if the UDF is a required field.

  11. Select the Is Restricted checkbox to include this UDF on the Edit User Defined Fields Role Details screen and to apply security settings.
    1. Click Configuration > Security and User Maintenance > Roles.
    2. On the Maintain a Role screen, click Edit for the role you want to assign security for UDFs.
    3. On the Edit Role Details screen, click User Defined Fields in the Command Item bar.
    4. On the Edit User Defined Fields Role Details screen, locate the restricted UDF.
    5. Select the checkbox in the View column to set the field as read-only.
      • Click Save.
    6. Select the checkbox in the Modify column to make the field editable
      • Click Save.
    7. Click Close to end the task.

  12. Click Save in the Command Item bar.

    • Click Delete to remove the UDF.
    • Click List to return to the Search for User-Defined Fields screen.
    • Click Close to end the task.

Dependencies

  • Various tasks in the modules allow for entry of user-defined fields. You can attach user-defined fields to various screens in various modules, including to bills in Delinquents, to project special assessments, to tax fund details in Levy, to TIF districts, and to the Records > Configuration > Sales Information Form.

  • The fields must be set up here and assigned the correct module and object type before they will be available in another task. For example, for TIF Districts, user-defined fields must be set up for the Levy Management module and the Tax Increment Financing object type.