How to Create a Custom Field

Custom Fields are a special set of custom data that you can implement within your site. These Custom Fields can be used to gather and apply extra data for different aspects of your site, such as applications or users. This article will cover how to add and configure a Custom Field to collect required data. You may sometimes hear Custom Fields being referred to as Metadata.

To add a new custom field to your site:

  1. Go to Settings
  2. Click Custom Fields
  3. Click on the New Field button to create a new custom field.

You will then be prompted to input the following information:

TitleEnter the name of your custom field.This is what will appear throughout your site and therefore should be as specific as possible to describe what the field is being used for.
TargetThis will determine where your current custom field gets applied.
- Applicants
- Reviewers
- Recommenders
- Applications
- Program
- Application Decision
- Organizations
- Funds

For more information in regards to Custom Field Targets please refer to Targets.
Field TypeThis will determine the type of information contained within the field.There are 7 available options to choose from:
- Short Text
- Long Text
- Dropdown
- Email
- Number

For more information in regards to Custom Field Types please refer to Field Types.
Default ValueApply a default value to all fields connected to this custom field. For example, if the target is set to Applications, 

This will determine where your current custom field gets applied. Once again, there are a total of six choices available to administrators when setting this up and only one may be selected. Here are the six options, with some examples:

ApplicantsApply a custom field value to the Applicant's user profile.

This will apply that value to the user themselves and not to the applications they create.
- Applicant's student number or ID
ReviewersApply a custom field value to the Reviewer's user profile.- Reviewer's city or region
RecommendersApply a custom field value to the Recommender's user profile.- Recommender's contact details 
ApplicationsAssociate a custom field at the application level.

If an applicant has multiple applications, it is possible for each application to have a different value
- School Year
- Current Sponsors
- Annual Budgets
- Typically items that should be recorded per-application
ProgramsThis custom field type is typically used on its own. Its primary purpose is for process automation, site configuration, and organization.- Program group types such as 501c3 compliant organization program
- Programs for a specific subset of applicants such as high school students
- For a personal touch that helps you keep track of the programs such as the 2016 cycle
Application DecisionAlso referred to as a Transaction Custom Field. This is a general use custom field type. It can be used when a transaction is made to award an applicant and can help with labelling the decision.- The semester or year this transaction is occurring for
OrganizationsAssociate a Custom Field to Organizations. 

This will apply that value to the organization and not to the members of the organization or the applications the members create.
- Organization Size
- Revenue
FundsWhen using Financial Management, associate a custom value to the Fund.- Additional Donor Details
Award PaymentsWhen using Financial Management, this can be used to add additional details to a payment when an application is being awarded- The transaction number from the payment

Refer to our article on How to Apply a Custom Field Value for steps on how to apply values to each of the targets above.

This refers to the custom field’s entry format, in fact, there are seven different formats that custom fields can be entered in. It is important to note that as an administrator you also retain the ability to manipulate or change a custom field’s content at any time.

Data TypeDescription
Short TextA text entry field will allow an admin to associate data input open-ended text into the field.
Long TextA text entry field suitable for longer details.For example, a user's mailing address. This field has a character limit of 512 characters.
DropdownCreate a pre-set list of values that can be applied to this field.
EmailForce the field to only accept an input that is in an email format.
NumberForce the field to only accept a value that is a whole number.

(,)'s and (.)'s will not be accepted.
WebsiteForce the field to only accept a value that is in a valid URL Format.
DateA date field will let you select a specific date from a calendar to populate the field.

The extra options will vary depending on the Target selected. 

Extra OptionDescriptionTargets
Required FieldIf enabled, when updating the section where the custom target exists, you will not be able to proceed without providing a response to the field.NOTE: If your custom field has a default value it will count as being ‘filled out’, so these two settings should not be used together.All Targets (except Applications)
Admin OnlyThis will hide the custom field from the user.By default, the value will be displayed unless this is enabled.For the User Targets, this will display in their Account Settings, and for Application Decision this will be available with the rest of the Decision information provided in their Application.All Targets (except Applications)
Show in RegistrationThis will add the field to the registration form. If added after registration has begun, applicants will be able to fill this information out through their Account Settings.TIP! This is often used in conjunction with the required field setting to ensure users fill out the field.Applicants
Display to User as Read-OnlyWhen enabled, this will lock the current response from being edited by the end-user. However, you will retain the ability to edit as an administrator.Applicants