Objective
Custom fields and custom forms allow you to add additional customizations to a workflow to meet the needs of the business.
Custom fields allow you to extend the standard workflow fields with business-specific data. As with standard fields, custom fields have a name, which acts as the system name, and a label, which is visible to the users. Custom fields can have many types, including text, date, currency, pick list, and many more. A full list of field types can be found in the online help.
In this exercise, you will add the custom fields required for the implementation.
Create the custom fields listed in the table below.
| Name | Label | Type |
|---|---|---|
| INQ First Name | First Name | Text |
| INQ Last Name | Last Name | Text |
| INQ Email |
From the Setup screen, select Fields & Forms→Custom Fields.
Select Add New.
Enter the field name.
Enter the field label.
Select the field type.
Select Save.
Create Pick List fields using the data in the table below.
| Name | Label | Type | Labels |
|---|---|---|---|
| INQ Inquiry Type | Inquiry Type | Pick List | Bonus Inquiry General Inquiry Incentive Inquiry |
| INQ Reason For Request | Reason For Request | Pick List | Incorrect Payment Incorrect Rate Incorrect Value Missing Bonus Incorrect Bonus Other |
| INQ Deny Reason | Deny Reason | Pick List | Invalid Reason Submitted Incorrectly Not Valid |
From the Setup screen, select Fields & Forms→Custom Fields
Select Add New.
Enter the field name: INQ Inquiry Type.
Enter the field label: Inquiry Type.
Select the field type: Pick List.
Select the Values tab.
Create pick lists values for the Inquiry Type.
Select Add New.
Enter the field name: INQ Inquiry Type
Enter the field label: Inquiry Type
Select the field type: Pick List.
Select the Values tab.
Select Defining Values Manually
Select Add New
Enter the value label: Bonus Inquiry
Select Add
Repeat the last two steps to add the values General Inquiry and Incentive Inquiry
Select Save.
Repeat step 3 to add the custom fields INQ Reason For Request and INQ Deny Reason, using the values in the table above.
When adding a custom field, you can add language translation on the field level. To do this, first create a custom dictionary based on the system dictionary, then add the translation.
From the Setup screen, select Administration→Dictionary .
Select Add New.
Enter a name for the custom dictionary.
In the language field, select the language the new dictionary will be based on. For example, Spanish or Japanese.
Uncheck the Use as Default box.
Select Save.
In the Custom Fields screen, find the custom field to translate.
Select Actions (…)→Translate .
In the Translate To field, select the name of the custom dictionary.
In the Translation Value field, enter the translation for the field name.
Best practices for custom fields:
Use meaningful names for custom fields.
Keep field names brief.
Precede custom field names with a prefix to identify which workflow uses the field. This makes it easier to search for all custom fields in a workflow.
Custom tables provide a flexible mechanism for storing data directly in the system. These tables are easily accessible from workflow scripts, enabling dynamic data manipulation and retrieval. This offers a significant performance advantage over repeatedly querying external databases or APIs, as accessing data from custom tables is considerably faster.
Creating a custom table involves providing a name and defining its columns. All columns in a custom table are treated as text strings.
Cells in custom tables can be populated in two ways: manually adding the values or using an SQL query.
Once created, you can add, edit, query, and delete rows within the table using the built-in interface. You can export the table data to a CSV file, modify it externally using tools like Microsoft Excel, and then re-import the updated data back into the table. This bulk import/export functionality simplifies data management for large datasets. The system automatically uses Object IDs (OIDs) to identify each row. If an OID is present during import, the row is updated; otherwise, a new row is inserted.
Custom tables can be added to a form by associating them with a custom field. The custom field can have any type that can display a list, such as Custom Table Controller, Pick List, or Radio Button.
Custom tables can be accessed from scripts using the getCustomTable REST object method. This method allows you to execute queries against custom tables, retrieving data for use within your workflow scripts. This allows you to dynamically populate fields or make decisions based on data stored in your custom tables.
In this exercise, you will create a custom table that contains a list of periods. The user can select the period from a pick list when creating a new inquiry.
Create a Custom Table called INQ_Period.
From the Setup screen, select Development→Custom Tables .
Enter the following:
Name: INQ_Period
Column Name: Period Name
Select Save.
Populate the custom table with the periods January 2025, February 2025, March 2025, and April 2025.
Select Actions→View Entries→.
Select Add New.
Enter the period name: January 2025.
Select Save and New.
Enter the period name: February 2025 .
Select Save and New.
Repeat these steps to add periods for March 2025 and April 2025.
In this exercise, you will create a custom field that displays the list of periods in a pick list.
Create a custom field called INQ Period that displays the list of periods in a pick list.
From the Workflow Setup area, select Fields & Forms→Custom Fields.
Select Add New.
Enter the name: INQ Period.
Enter the label: Period
In the Field Type, select Pick List.
Select the Values tab.
Select Using Query to Load Values.
In the Query field, enter SELECT PERIODNAME FROM INQ_PERIOD
Select Run Test.
Select Save.
Forms are the user interface that payees and others see when they interact with the system. They are designed using the Form Designer, which allows you to add fields and other components for workflow actions. Forms can be created as a component of an action, in which case the form can only be used for that action, or they can be created independently and reused across multiple actions. To create a form that can be used across multiple actions, from the Setup screen, select Fields and Forms→Reusable Form.
When designing a custom form, you can select standard or custom fields; UI components such as text boxes, buttons and iFrames; and integration widgets. The Form Designer includes three integration widgets: Canada Post, Google Address Validator, and Google reCaptcha.
In this exercise, you will create a custom form that uses the custom fields created in the previous exercise.
Create the custom form called Create Case.
From the Setup screen, select Fields and Forms→Reusable Forms.
Select Add New.
Enter the form name: INQ Create Case.
Select Save and Go to Form Designer.
Add a section for the Position fields and set it to include one column.
Select the UI tab.
Drag the Section object from the list of HTML objects to the form canvas.
Select the edit (pencil) icon.
In the Title field, enter Personal Info.
Set the number of columns to 1.
Add custom fields to the Personal Info section.
Select the Custom tab.
Select the Search field.
Enter the text INQ.
Select Search .
Drag the INQ Period field from the list of fields to the form canvas.
Drag the following fields to the form canvas, arranging them so the form looks like the image below:
Select Save.
Add a new section below the first one. Name the section Case Information and give it one column.
Select the UI tab.
Drag the Section object from the list of HTML objects to the form canvas below the first section.
Select the Edit icon.
Enter the name Case Information.
Set the number of columns to 1.
Add standard fields to the Case Information section.
Select the Standard tab.
Drag the following fields to the form canvas:
Add the Inquiry Type field to the Case Information section and make it required.
Select the Custom tab.
Drag the INQ Inquiry Type field to the bottom of the section
Select the Edit icon next to the Inquiry Type field.
Select Required.
Select Save.
Add a Submit button to the bottom of the form.
Select the UI tab.
Drag the Button object to the bottom of the form.
Enter the following in the dialog box:
Select Save.
