Configure user defined fields

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

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Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

User defined fields (UDFs) enable you to add custom fields to various types of maintenance pages. Use this feature to expand on the basic set of data fields provided by default, thus enabling you to customize the system for your specific business needs.

For most types of entities, users will find UDFs under a section called Details or on the Details related-information tab, though some entity types display them in the main section at the top of the maintenance page.

You must be an administrator to work with UDFs (see also Work with user accounts and staff contacts).

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Contact records provide a separate, more flexible, and advanced system for adding custom fields. You won’t find any contact UDFs using the procedures described in this topic. For details about adding custom fields to contact records, see Create custom contact fields for market segmentation. For all other types of entities, add UDFs using the procedure given in this topic.

To configure a UDF:

  1. Go to Settings > Administration > Languages.

  2. Choose a language from the list to open the language tree.

    Three columns appear: entity type (listed under the language name), Default Label (internal name) and Site Label (display text).

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    If you use several languages, you must repeat this procedure for each language.

  3. In the first column, choose the entity type that you’d like to add a UDF to (such as Job, Campaign, Event, etc.). This will filter the list to show only those fields that belong to that entity type.

  4. All UDFs include the word “user” in their default label, so enter “user” in the search field at the top of the page and choose Go to find the UDFs for your selected entity type.

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    Each UDF accepts a specific type of data and the input controls it provides will reflect that data type. The data type is identified in parentheses at the end of each UDF Default Label value, so for example the field Attendance User 9 (Date) accepts dates and will present a date-picker input control; Attendance User 4 (Text) accepts text and presents an input field; Attendance User 5 (Category) accepts just a few specific values and presents a drop-down list. (See the following section for a complete list of data types.) Choose a UDF that matches the data type you intend to use it for. Fields that do not show a type in parentheses are not UDF fields, even if they do include the word “user”.

  5. Change the Site Label of the selected UDF.

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    All UDFs where the Site Label is not the same as the Default Label will be exposed in the UI. All others will remain hidden.

    To remove an existing UDF, revert the Site Label to its default value by choosing the button to the right of the field; this will hide the field, but any existing values for it will be retained in the database so you must be careful when re-enabling a UDF that was previously in use.

  6. Choose Save or Submit to save your work.

As mentioned in the previous section, each UDF accepts a specific type of data and the input controls it provides will reflect that data type. The data type is identified in parentheses at the end of each UDF Default Label value. The following table summarizes the data types available.

Data type

Description

Text

Accepts text input and presents a simple input field.

Numeric

Accepts real-number input and presents a simple input field. Non-numerical input will be rejected.

Date

Accepts dates and presents calendar- and time-picker controls

Category

Presents a drop-down list of available values. Users can choose at most one value.

See the next section for instructions about how to set up the available values.

Check box

Accepts a Boolean value and presents a checkbox.

Rich Text

Accepts formatted text input and presents a large editing box with formatting controls.

Multi-Select

Presents a multi-select field, which enables users to choose one or more available values. Multi-select fields uses type-ahead and arrow down functionality to add available values and provide delete buttons to remove them again.

See the next section for instructions about how to set up the available values.

UDFs of types category and multi-select present their available values as a drop-down list or multi-select box, respectively. To use values of this type, you must enable the relevant UDF, as described in the previous sections, and then set up the available values for it as follows:

  1. Take note of the Default Label and entity type for the UDF you need to define values for. For example, you might be setting up a UDF called User 41 (Category) for the Job entity.

  2. Go to Settings > Business Administration > Categories to open the Categories page.

  3. Open the Category Type drop-down list and find the UDF you wish to define values for. Fields here are listed as <EntityType> <DefaultLabel> (for example, Job User Defined 41). The list only includes fields of types category and multi-select (both UDFs and standard fields are listed here).

  4. The Categories page now lists all existing categories (values) for your selected field (if any). Choose a listed category to edit it, or choose the New New button button in the toolbar to create a new value.

  5. The Category page opens. Use the controls here to establish display text for each language you need to support. (Choose Save after entering display text for each language.)

  6. When you are done entering display text for your selected category, choose Submit to go back to the Categories page.

  7. Continue adding categories for your UDF until you have defined all of the required values and languages.

For more information about working with categories, see Create custom drop-down values and folders.

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