Custom Fields

Custom Fields

How to create, configure, and manage custom fields across modules in the Clew Platform

Contents

• 1. Introduction & Context
• 2. Key Features & Functions
• 3. Requirements
• 4. Step-by-Step Guide
  • Creating a New Custom Field
  • Field Configuration Reference
  • Field Type Reference
  • Editing an Existing Custom Field
  • Disabling a Custom Field
• 5. Common Issues & Troubleshooting
• 6. Related Articles

1. Introduction & Context

Custom Fields let you extend the data your team captures on records in the Clew Platform by adding tailored fields to specific modules and custom types, so each form only shows the fields that are relevant for that record.

For example, you can configure a custom field to appear on Audit Action records but not on Treatment Action records. Once created, a field can be displayed across the New Form, Edit Form, Mass Edit Form, Show View, and Mobile View, depending on the visibility options you select during configuration.

Who is this for? System administrators who manage module configuration and form layouts in the Clew Platform.

What does it impact? Creating or editing a custom field changes what fields appear on forms for the affected module and custom types. Disabling a field removes it from all forms but does not delete data that has already been entered.

2. Key Features & Functions

• Per-module configuration: Custom fields are created at the module level, so fields for one module do not appear in others.
• Custom type scoping: Enable a field for specific custom types within a module so it appears only where relevant. A field can be active for Audit Actions but hidden for Treatment Actions.
• Flexible visibility controls: Choose independently whether a field appears on the New Form, Edit Form, Mass Edit Form, Show View, and Mobile View for each custom type.
• 16 field types: Choose from Boolean, Custom Matrix, Date, DateTime, Decimal, Item Lookup, Lookup, Number, Body Parts, URL, Email Address, Heading, HTML, Percent, Phone Number, Text, and Textarea.
• Lookup options management: After saving a Lookup field, add and manage its selectable values via the Lookup Options sub-panel on the field record.
• Compliance lookup: Lookup fields can be marked as compliance lookups and applied to audit templates, enabling a broader range of outcome options in compliance summary tables.
• Report filter integration: Fields can be made visible in report filters so they are available when generating reports for the module.

3. Requirements

• System administrator access is required to create, edit, or disable custom fields via the Admin area.
• For Lookup fields, lookup options must be added via the Lookup Options sub-panel after the field is saved before users can select any values.
• For Custom Matrix fields, a matrix must already be configured in Admin before it can be selected as a field type.
• For Item Lookup fields, the items you want to link (for example, Risk records) must already exist in the system.
• Images used in the Info Image (System Image) help configuration must be uploaded to Admin > Images before they appear in the selection list.

4. Step-by-Step Guide

Creating a New Custom Field

1. Navigate to Admin > Custom Fields. Click your name at the top to open Admin, then find Custom Fields in the left sidebar or using the search bar. The page shows all existing custom fields grouped by module.
2. Click Add on the panel for the module you want to add the field to.
3. Complete the Custom Field form. Use the Field Configuration Reference table below for guidance on each setting.
4. Click Save to create the custom field.

The Custom Fields admin page showing module panels with the Add button highlighted.

Field Configuration Reference

The Custom Field form is divided into four groups of settings.

Field Type Reference

Certain field types have additional configuration options that appear in the form when that type is selected. The table below describes each type and any special settings.

Editing an Existing Custom Field

1. Navigate to Admin > Custom Fields.
2. Use the search box at the top of the list to locate the field you want to change.
3. Click the Edit icon (pencil) in that row to open the field settings.
4. Make your changes and click Save.

Converting a field type

Once a field type has been saved, it generally cannot be changed. If you need a different type, disable the existing field and create a new one with the correct type.

Exception: A Text field (up to 255 characters) can be converted to a Textarea field (up to 20,000 characters) by editing the field and changing the type. Conversion back from Textarea to Text is not supported.

Disabling a Custom Field

You can disable a field for a specific custom type only, or turn it off across the entire platform.

To disable for a specific custom type:

1. Click the Edit icon (pencil) for the custom field.
2. In the Custom Type Settings section, untick the Enable checkbox next to the relevant custom type.
3. Click Save.

To disable across the entire platform:

1. Locate the custom field in the list.
2. Click the toggle switch in that row to disable the field globally.

5. Common Issues & Troubleshooting

Best practices:

• Before disabling a custom field, confirm it is not used in any active report filters, dashboards, or required form configurations.
• Use Hint Text to add brief guidance for fields with specific formatting requirements, such as phone numbers or dates.
• Manage lookup options centrally via the Lookup Options sub-panel rather than enabling Dynamic Lookup, to prevent duplicate or inconsistent entries across records.
• Use the Heading field type to group related custom fields visually on longer forms, improving clarity for end users.
• If a compliance lookup is needed, plan the lookup options carefully before enabling the field on audit templates, as changes to lookup values can affect compliance summary reporting.

6. Related Articles

• Custom Types

[Additional related articles to be linked once published]