User Defined Fields Setup

User Defined Fields (UDFs) provide a powerful way to extend SAM’s functionality by allowing you to create custom fields for storing additional information across all modules. These fields are designed to be highly flexible and can be tailored to align precisely with your business requirements. UDF configuration is accessible only to administrative users and is managed through SAM’s Administration Module.

Available Field Types

When creating UDFs, you can choose from the following field types based on the nature of the data you wish to capture:

• Text: Captures a string of up to 256 characters. Ideal for names, descriptions, or short notes.
• Integer: Allows users to input whole numbers (e.g., 1, 2, 10). Suitable for quantities or counts.
• Decimal: Captures decimal numbers (e.g., 3.14). Ideal for measurements or percentages.
• Currency: Allows input of numeric values with a currency symbol (e.g., £100.00). Perfect for costs, prices, or financial data.
• Date and Time: Enables users to input specific dates and times. Useful for scheduling or recording events.
• Formula: Allows the creation of dynamic calculations using a formula (e.g., (a – b) = c, where a = 10, b = 7, and c = 3). Ideal for automating calculations.
• Image: Enables users to upload images. Great for visual documentation, such as product photos or asset images.
• Yes/No: Captures logical responses (e.g., Yes or No). Useful for binary decisions or status indicators.

How to Set Up a User Defined Field

Follow these simple steps to configure UDFs in SAM:

1. Log In as Administrator: Ensure you are logged into SAM with administrative access rights.
2. Access the Administration Menu: From the main dashboard, click on the Administration menu to open the configuration options.
3. Navigate to User Defined Fields: Select the User Defined Fields option from the Administration menu.
4. Select the Target Module: At the top of the screen, use the dropdown menu to choose the module where the UDF will be applied (e.g., Jobs, Assets, or Invoicing).

Adding a New Field

1. Click the Add New
2. In the Create User Defined Field popup window, fill in the following details:
   • Field Type: Select the appropriate type from the dropdown (e.g., Text, Currency).
   • Field Name: Enter a unique name for the field that clearly identifies its purpose.
   • Description: Add a brief explanation of what the field will be used for.
3. Save and Repeat
   • Save your changes.
   • Continue adding fields as needed until all the custom fields for the selected module are configured.

Best Practices for UDF Setup

• Clarity in Naming: Use descriptive names for your fields to make them easily recognizable to users.
• Avoid Duplication: Review existing fields to ensure new fields do not overlap in purpose.
• Plan Ahead: Outline the data you need to capture beforehand to minimize revisions.
• Test Configurations: After setting up fields, test their functionality in the relevant modules to ensure accuracy.

By leveraging UDFs, you can unlock new levels of customisation and efficiency within SAM, tailoring the system to better fit your unique operational needs.