Custom fields

AVEVA Contract Risk Management allows users to customize much of the system's content to allow users to tailor the system to meet their specific requirements. Users with the Organisation - Application Maintenance permission can add custom fields to contracts, tenders or contractors. These custom fields apply to all contracts, tenders and contractors in the system.

Note Communication custom fields are managed in Best Practice Libraries (see Custom field templates).

Custom field types

The types of custom field which can be added to contracts and tenders are:

• Small Text Field (maximum of 65535 characters)

• Full Width Text Field (maximum of 65535 characters)

• Comment Box (maximum of 65535 characters)

• Number (maximum of 15 digits)

• Date

• Date and Time

• Yes Or No (displayed as radio buttons)

• Picklist (drop-down list of options)

• Currency (allows numbers only)

These types can also be added to contractors, with a maximum number of characters for all fields of 255.

Create a custom field

You can add custom fields to three areas of the system: tenders, contracts, and contractors. These fields are then displayed on the relevant create, view and edit pages.

To create a custom field:

1. Open the navigation bar. If necessary, click the Manage tab.

2. Under Organisation Setup, click Custom Fields.

   The Custom Fields page is displayed.

3. Click the Edit icon for Contract, Tender or Contractor as required.

   The Custom Fields page is refreshed to show the relevant custom fields for your selection.

4. Click the Create Custom Field icon.

   The Create Custom Field page is displayed.

5. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Field	Description
   Short Label	The short name for the custom field, used in grids such as the Project/Dept tender and contract registers.
   Long Label	The long name for the custom field, used on Add, View and Edit pages. See Admin FAQs: Are there names which can't be used for custom fields? for details of custom field names that should not be used.
   Type	Select the type of custom field.
   Is Mandatory	Select Yes to require a value for the custom field.
   Confidential Access	Select Yes to allow only users with Confidential access to update and view the custom field value.
   Visible on Contractor Portal (where applicable)	Select Yes to make the custom field visible on the Contractor Portal. Note Some companies use custom fields to hold confidential information about contractors. Only select Yes if the information in this field may be viewed by contractors.
   Read Only	Select Yes to make the custom field read-only. The value can be updated only through using an AVEVA Contract Risk Management API.

6. If you selected Pick List from the Type drop-down list, the Choose Pick List section of the page is displayed.

7. Enter a possible value in the Description field, and click Add. Repeat as necessary until all possible values have been added.

   Note Only alphanumeric characters can be entered in the Description field.

8. Click Save.

   A confirmation message is displayed.

Edit custom fields

9. Open the navigation bar. If necessary, click the Manage tab.

10. Under Organisation Setup, click Custom Fields.

    The Custom Fields page is displayed.

11. Click the Edit icon for Contract, Tender or Contractor as required.

    The Custom Fields page is refreshed to show the relevant custom fields for your selection.

12. Click the Edit icon for the custom field you want to edit.

    The Edit Custom Field page is displayed.

13. Edit the information as required in the relevant fields.

    Note Fields marked with an asterisk are required.

Field	Description
Short Label	The short name for the custom field, used in grids such as the Project/Dept tender and contract registers.
Long Label	The long name for the custom field, used on Add, View and Edit pages. See Admin FAQs: Are there names which can't be used for custom fields? for details of custom field names that should not be used.
Type	The type of custom field. Cannot be edited.
Is Mandatory	Select Yes to require a value for the custom field.
Confidential Access	Select Yes to allow only users with Confidential access to update and view the custom field value.
Visible on Contractor Portal (where applicable)	Select Yes to make the custom field visible on the Contractor Portal. Note Some companies use custom fields to hold confidential information about contractors. Only select Yes if the information in this field may be viewed by contractors.
Read Only	Select Yes to make the custom field read-only. The value can be updated only through using an AVEVA Contract Risk Management API.

14. Click Save.

    A confirmation message is displayed.

Reorder custom fields

You can rearrange the order in which custom fields are displayed on the relevant create, view and edit pages.

15. Open the navigation bar. If necessary, click the Manage tab.

16. Under Organisation Setup, click Custom Fields.

    The Custom Fields page is displayed.

17. Click the Edit icon for Contract, Tender or Contractor as required.

    The Custom Fields page is refreshed to show the relevant custom fields for your selection.

18. Click the Reorder Custom Fields icon.

    The Reorder Custom Fields page is displayed.

19. Click the Move icon for the custom field and drag and drop it to its new position.

20. Click Save.

    A confirmation message is displayed.

Delete custom fields

You cannot delete a custom field if it is in use; in other words, it has a value assigned to it for a tender, contract or contractor (as relevant).

To delete a custom field:

21. Open the navigation bar. If necessary, click the Manage tab.

22. Under Organisation Setup, click Custom Fields.

    The Custom Fields page is displayed.

23. Click the Edit icon for Contract, Tender or Contractor as required.

    The Custom Fields page is refreshed to show the relevant custom fields for your selection.

24. Click the Delete icon for the custom field you want to delete.

    A warning message is displayed.

25. Click OK.

    A confirmation message is displayed.