Custom data

When you create reference-type or reference list-type custom fields, you need a container for the valid values which comprise the custom data for the custom field. The container for a custom field's values is called a custom data folder. After the container is created, you can add valid data values for the custom field.

Example

Suppose you want to categorize employees or customers by geographical region. You might create a custom data folder named "Regions" and add custom data values such as NW, NE, SW, SE. Suppose then that you create a custom field for Accounts Receivable customer records called "Sales Region". If you designate the field to be a reference field or reference list field, you can select the Regions custom data to be the source for valid values. Once the custom field is saved, you can open a customer record, select the Custom Fields tab, locate the Sales Region field, and specify whether the customer's sales region is NW, NE, SW, or SE.

Add custom data values

In the Navigation pane, expand the Activity System > Administration > Setup > Custom Data folder and highlight the custom data folder you need to add values to.
Click . The New custom data value window opens.
In the Identifier field, enter a valid value to allow in custom fields that reference the custom data.
If the window includes a Custom Fields tab (this will only occur if custom fields are defined on the custom data folder), respond to the prompts on the tab as appropriate.
If needed, select the Other > Memo tab and enter a brief memo about the data value in the text box.

Example

If the data values represent geographical regions, you could use the memo to indicate which states are part of the region.
Save the new custom data value.

Amp up custom data

Custom Data Value Record ID

Identifier

A data value in the current custom data folder. This is one of the values a user can select from when responding to a custom field that references the data in the custom data folder.

References tab

This tab is visible only if a custom field on one or more entity records references a custom data value in the custom data folder that contains the current value.

Reference

A custom data folder is the container for the valid values for a custom field. An "identifier" is one of these values in a custom data folder. Because it is possible for multiple custom data fields to reference the same custom data folder, this field lets you specify which custom data field you want to view records for. From the drop-down list, select the custom data field reference for which you want to see the records with values that match this identifier. References have the following format: PackageName.EntityName.CustomFieldName.

[Entities] pane

This pane contains the HD view for the [Entities] folder filtered to show all entity records with a custom field value that matches the selected identifier.

Double-click a row in the pane to drill down to its record in the entity window.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Common accesses available on custom data

Access	A user with this access can...
Change	Use the mass change action on custom data.
Change Logs
Custom Fields	Create and edit custom fields for custom data.
Data	Have read-only access to custom data from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete custom data.
Edit	Edit custom data records.
Export	Export custom data records from ActivityHD.
Import	Import custom data records into ActivityHD.
New	Create new custom data records.
Read	Have read-only access to custom data records.
Report	Run reports with custom data information.
Report Designs	Create and edit report designs with custom data information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to custom data.
Shared Filters	Create and edit shared filters on custom data.
Visible	View the Custom Data folder in the Navigation pane.

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