Data & Fields

Overview

Data & Fields is a system settings module that lets administrators and consultants customize what information is captured across the system — without needing any coding or developer support.

It gives your team three core abilities:

• Control the dropdown/list values available on forms
• Add brand-new fields to capture information the system doesn’t track out of the box
• See a full history of every change made, for governance and audit purposes

Where to Find It

Navigate to: System Settings → Data & Fields

From there, you choose a Module (the area of the system you want to customize) and a Section (the specific part of that module’s form). Only users with Data & Fields permission — typically Admins and Consultants — can access this area.

What You Can Do

Manage Dropdown Values (Enum Maintenance)

The system ships with standard, pre-configured values for dropdown fields. Enum Maintenance lets you:

• Add your own custom values to any existing dropdown
• Temporarily deactivate values, and reactivate them later
• Filter values by status (Active / Inactive)
• Update several values at once via Bulk Actions, or Mass Delete / Export a selection
• Permanently delete a custom value — only if it isn’t already used on any record

Custom values follow a lifecycle: Add (Pending) → Save (Persisted) → Activate (Live in dropdowns).

Fields fall into three categories:

• Standard — delivered with the product; deactivate only, never delete
• Custom — created by admins; edit, deactivate, or delete (if unused)
• Reference — pulled from another master record elsewhere in the system; visible here but not directly editable

Add Custom Fields

• Give it a label; a technical name is generated automatically
• Choose a field type (see Field Types Supported)
• Configure its behavior (see Field Configuration Options)
• If it’s a dropdown, link it to an existing value list or create a new one on the spot

The field appears on the form immediately, ready for data entry, filtering, and reporting. It belongs to one specific module and section only. Dropdown-type fields also automatically appear under Enum Maintenance with their own value list.

Change History

Every field or value action — created, updated, activated, deactivated, deleted — is logged automatically with before/after values, the user, and the timestamp. This tab is read-only, and supports search, filter, sort, and export.

Step-by-Step: Adding a New Dropdown Value

1. Data & Fields → select Module and Section
2. Click the dropdown field you want to update
3. Type the new value, click Add (status = Pending)
4. Click Save (persisted, not yet live)
5. Click Activate (now live on the form)

Standard values can be deactivated but never deleted. Deactivating never changes existing records.

Step-by-Step: Creating a New Custom Field

1. Data & Fields → select Module and Section → Custom Fields tab
2. Click “+ New Field”
3. Enter a Field Label
4. Choose the Field Type
5. If Dropdown, link to a value list (existing or new)
6. Set behavior: Required, Searchable, Indexed, Read-only, Unique, plus optional help text
7. Click Save — field is live immediately

Once a field holds real data, its type generally can’t be changed to something incompatible.

Field Types Supported

Text (short and long), Number, Decimal, Currency, Percent, Date, Time, Date & Time, Dropdown, Multi Select Dropdown, Checkbox, Email, Phone, URL, Lookup, File attachment, Location

Field Configuration Options

Required, Searchable, Indexed, Read-only, Unique, Help text

Important Things to Know

• Standard values/fields can be turned off, never deleted
• Custom values/fields in use elsewhere can’t be deleted, only deactivated
• Deactivating affects new records only — history is preserved
• Some fields are auto-populated from linked records elsewhere (e.g., Customer Name/Email/Phone on a Ticket) and are read-only here
• Locale values (date/time/decimal format) should follow recognized international standards
• Every action is written to the audit log automatically

Where This Applies

Employees

Personal Information, Job Information

Leads

Lead Information, Lead Address, Lead Qualification, Financial Information, Attachments Category

Deals

Core Deal Details, Financials & Probability, Assignment & Classification, Prospect/Customer Details, Attachments

Contacts

Header, Personal Details, Contact Details, Note, Address

Customers

Address, Sales Configuration, Shipping Configuration, Classification & Territory, General Information, Freight

Products

Product Identification, Sales Categorisation, Export & Compliance, Selling Price

Users

User Information, Locale & Format Preferences

Price Master

Header Filters, Price Rows

Tickets

Ticket Information, Additional Information, Customer Information, Product Information, Ticket Category, Resolution Category, Attachments

Sub-Tickets

Sub Ticket Information, Additional Information, Product Information, Customer Information, Ticket Category, Attachments

Tasks

Task Information, Task Category

Task Plan

Task Plan

Task Allocations

Routing Rules Information

SLA

SLA Profile

Why This Matters to You

• No developer or vendor dependency
• Adaptable to your own terminology and processes
• Full traceability for audits and accountability
• Critical configuration can’t be accidentally destroyed