Custom data folders

Custom data folders are the containers which store the valid custom data values for one or more reference-type custom fields.

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.

Create a custom data folder

In the Navigation pane, highlight the Activity System > Administration > Setup > Custom Data folder.
Click . The New Custom Data Folder window opens.
Enter a unique Name for the custom data folder.

Tip

AccountingWare recommends that you use the same name for the custom data folder that you will use for the custom field that will reference the custom data.
In the Plural Name field, enter the plural form of the custom data folder name. This is the label that will appear on the custom data folder in the Navigation pane.
In the Length field, enter the number of characters to allow for the custom data values.
If you want to provide help text on the custom data folder, select the Help Text tab and type it in the text area.
Save the new custom data folder. The new folder is added to the Activity System > Administration > Setup > Custom Data branch.

Flag a custom data folder as obsolete

Custom Data Folder Record ID

Name

The name of the custom data folder.

Tip

AccountingWare recommends that you give the folder the same name that you assign to the custom field that will reference the data in the folder.

Custom Data Folder tab

Plural Name

The label that appears on the custom data folder. Typically, this is the plural form of the Name.

Data Type

"Text" is the only data type currently supported.

Length

The number of characters allowed for custom data values in this custom data folder. This number determines the length of the Identifier field when you add custom data values.

Help Text tab

Help Text

The help text users see when they press F1 on the Identifier field as they add a data value to this custom data folder. This text also appears in the Find dialog box when a user looks up a custom data folder.

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 folders

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

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