Issue/Symptom/Question

I see in multiple areas that there is a tab called User Defined Fields. How do these get set up? Can this information in these fields print onto a report? What are the possible benefits/downfalls of using User Defined Fields?

Applies To

PENTA for Windows

System Management > System Rules > User Defined Fields

Resolution/Fix/Answer

Use the User Defined Fields window to set up additional fields of entry. These fields contain data that you wish to maintain about a particular entity for which there is no standard field in the respective PENTA window. In this window, you can:

• Select an entity
• Enter the field names
• Define the checks/verifications that PENTA should perform
• Define default UDF values
• Define entry and display limits by either Job Type or by Customer (Note: This item only applies to the Jobs entity.)

Enter an Entity:

• Entity Description: Select the entity to which you are adding User Defined Field.
• Database View: PENTA displays the name of the database view that contains all of the columns from the entity plus all User Defined Field. You must update the view so that you can access the data if you plan to retrieve the User Defined Field data for user-created reports or queries.
  • Note: When you select the “Work Order” Entity Description (i.e., you are setting up a work order User Defined Field), PENTA displays a WODE Selection Criteria column in the grid below. This WODW Selection Criteria column allows you to control whether that UDF appears and is available as selection criteria in the Work Order Data Export window’s Query Builder. For more information on the selection criteria in the Query Builder, see the “Work Order Query Builder, step 2” information in Service Management’s Work Order Data Export Window Description.

Enter a Field: 

Prerequisites - You placed focus on an empty record in the bottom block of the window. (This might mean that you must insert a new record.)

Procedure:

1. In the Field Prompt field, enter the name that PENTA should display on the User Defined tab. When you view the fields on the User Defined tab of the entity window, PENTA displays them in alphabetic sequence.
   Known problem: PENTA inconsistently saves the values you enter on a User Defined tab. For example, if you enter a value in a User Defined Field on the Job Information window, the value may not be there the next time you retrieve the job. Penta Technologies has isolated the problem to one of the layered software products and endeavors to resolve this problem. In the meantime, to work around this problem, enter a Type = Checkbox field first. This should also be the first field that PENTA displays on the User Defined tab. Name the field appropriately (such as AAA), so that it is the first in alphabetic sequence.
   
   
2. (Optional) Place a checkmark in the Required box if a value should always be required in this field.
   
   
3. In the Type field, select the format for the field from the following:

• • Alpha – Text that may include numbers
  • Checkbox – Selected or not (Y or N)
  • Date – MM/DD/YY
  • Integer – Whole number
  • Number – Decimal number

4. For Type = Alpha, Integer, or Number only: Select the Edit Style for the field from the following:

1. • None – PENTA performs no edit.
   • Foreign Key – Standard data lists already present in PENTA control the available UDF field values. Examples of such lists are Employees, Vendors, Customers, etc.
   • List of Values – PENTA users select an entry for this field from a pre-defined list of valid values.
   • Mask – PENTA checks the field for an alphabetic, numeric, or alphanumeric value as indicated in each position of the field.
   • Validation Rule – PENTA checks the field for a given set of characters in each position of the field.
     
     
2. 5. Depending on your selection for Type and Edit Style, refer to the appropriate information below, then continue to complete the Entry for the Field.

Enter Type = Date

Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the Type = Date edit.

Prerequisites - 

• • A Field Prompt exists.
  • In the Type field, select Date. PENTA ensures the date is valid.

Procedure - Proceed to Complete the Entry for the Field.

Enter Type = Checkbox - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the Type = Checkbox edit.

Prerequisites - In the Type field, select Checkbox.

• • PENTA selects the Required field. You cannot override this value.
  • If you have not set the Default Value, PENTA sets the default value to N.

Procedure - Proceed to complete the entry for the field.

Enter Type = Alpha, Integer, or Number and Edit Style = None - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the edit for Type = Alpha, Integer, or Number and Edit Style = None.

Prerequisites - 

• • In the Type field, select Alpha, Integer, or Number.
  • In the Edit Style field, select None.

Procedure - Proceed to Complete the Entry for the Field.

Enter Edit Style = Foreign Key - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the edit for Edit Style = Foreign Key.

Prerequisites - 

• • A Field Prompt exists.
  • In the Edit Style field, select Foreign Key.

Procedure

1. In the Foreign Key field, select the entity for which the Field Prompt is a key. PENTA sets the Type field to the type of the foreign key. For example, PENTA sets Type = Integer if the Field Prompt is a foreign key to Customer Id for which the domain is integer. You cannot override this.
2. (Optional) Type Low Value and High Value. PENTA checks the field, ensuring it is within this range.
3. Proceed to Complete the Entry for the Field.

Enter Type = Alpha, Integer, or Number and Edit Style = List of Values - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the edit for Type = Alpha, Integer, or Number and Edit Style = List of Values.

Prerequisites - 

• • A Field Prompt exists. 
  • In the Type field, select Alpha, Integer, or Number.
  • In the Edit Style field, select List of Values.

Procedure

1. Click the Edit Values List button; PENTA opens the Valid Values for Field pop-up window and places the focus indicator on an empty record.
2. Type Value Code. This is a valid value for the field.
3. Type Description. This is an explanation of the value.
4. If you need to enter more values, go to Step 3 until you enter all values.
5. After you enter the values, click Close.
6. Proceed to Complete the Entry for the Field.

Enter Type = Alpha, Integer, or Number and Edit Style = Mask - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the edit for Type = Alpha, Integer, or Number and Edit Style = Mask.

Prerequisites - 

• • A Field Prompt exists.
  • In the Type field, select Alpha, Integer, or Number.
  • In the Edit Style field, select Mask.

Procedure

1. In the Validation Rule/Edit Mask field, enter the edit PENTA should perform on the field. Use the following masks:

• • 9 – Numeric only
  • A – Alphabetic only
  • X – Alphabetic or numeric

For example, if the field should always contain a numeric character followed by an alphabetic character, the mask is 9A.

2. (Optional) If you want to be sure the mask is correct for the valid values, click the Test Mask/Rule button. PENTA opens the Test Edit Mask pop-up window with the Mask that you entered.

• • In the Test Value field, enter a value
  • Click Test
  • In the Result field, PENTA indicates whether the Test Value passed or failed the edit. You can then change either the Edit Mask value or the Test Value field entry
  • Click Cancel when you finish testing the mask
  • If you changed the Edit Mask in the Test Edit Mask window, enter the new mask in the Validation Rule/Edit Mask field

3. Proceed to Complete the Entry for the Field.

Enter Type = Alpha, Integer, or Number and Edit Style = Validation Rule - Use the User Defined Fields window to enter the checks/verifications that PENTA should perform. This information explains the edit for Type = Alpha, Integer, or Number and Edit Style = Validation Rule.

Prerequisites - 

• • A Field Prompt exists
  • In the Type field, select Alpha, Integer, or Number
  • In the Edit Style field, select Validation Rule.

Procedure

1. In the Validation Rule/Edit Mask field, enter the edit PENTA should perform on the field. The validation rule is in the format of a regular expression (for more information, see the Appendix’s Definition of a Regular Expression). One example is to represent valid values for each character:

• • 1 character – Valid value is ABC
  • 2 character – Valid value is 123
  • 3 character – Valid value is R2

The Validation Rule is [ABC][123][R2]

2. (Optional) If you want to be sure the Validation Rule is correct for the valid value, click the Test Mask/Rule button. PENTA opens the Test Validation Rule pop-up window with the Validation Rule that you entered.

• • In the Test Value field, enter a value
  • Click Test
  • In the Result field, PENTA displays whether the Test Value passed or failed the edit. You can then change either the Validation Rule value or the Test Value field entry. Click Cancel after you finish testing the Validation Rule
  • If you changed the Validation Rule in the Test Validation Rule window, enter the new Validation Rule in the Validation Rule/Edit Mask field
  • Proceed to Complete the Entry for the Field

Complete the Entry for the Field - Use the User Defined Fields window to enter the final fields that are the same for all Types and Edit Styles.

Procedure

1. (Optional) Enter the Default Value.
2. (Optional) In the Database Column Name field, override the default name that PENTA uses for the field in the database. The default is the Field Prompt name, with substitutions for certain characters as follows:

3. (Optional) The Default to Current Date field is only enterable if you placed a checkmark in the “Maintain Effective Date” box. This field determines whether the current date defaults as the Effective Date, or if there is no default for a User Defined Field that maintains the Effective Date information. If no date defaults as the Effective Date, you must enter an Effective Date during data entry.

4. (Optional) PENTA allows you to enter and maintain effective dates for your User Defined Field entries. This feature allows you to track the changes for a given User Defined Field for historical reporting purposes. Place a checkmark in the box next to the Maintain Effective Date field if you wish to maintain historical effective dates for a specific User Defined Field.

Update the Database View - Use the User Defined Fields window to update the database view. This is optional, but if you do not update the database view, you cannot access the User Defined Fields for non-standard reports and queries.

Prerequisites - If you have additional fields to enter, return to Enter a Field to Enter Additional Fields.

Procedure

1. If you plan to retrieve the User Defined Fields for user created reports or queries, click the Update Database View button. You can then access the User Defined Fields in the Database View.
2. Close the window.

Limit User-Defined Fields - Use the User Defined Fields window to limit, which User Defined Fields display and are enterable for each main job record based on the Job Type or customer associated with the Job. This functionality is limited to the Jobs entity.

Procedure

1. Use the mouse to navigate to the Jobs User Defined Fields entity. The following buttons are enabled and can be opened:

• • Limit by Job Types
  • Limit by Customer

2. Use the mouse and navigate to the User Defined Field that you would like to modify. Confirm that the blue focus ball is on the User Defined Field row that you want to modify.

3. Click on either the Limit by Job Types or the Limit by Customer buttons to limit the User Defined Field to specific Job Types or Customers

4. The Limit by Job Types pop-up window displays and has the following characteristics:

• • The Job Type names displayed under both the “Job Types not Valid” and “Valid Job Types” columns sort in alphabetical ascending order.
  • The field prompt “Appears for all Job Types” determines whether this User Defined Field is enterable for ALL jobs.
    • If you click this button, this User Defined Field is valid for all Job Types with no ability to override under the “Job Types not Valid” and “Valid Job Types” columns.
    • When you click this button, values may exist under each column even though PENTA grays out the columns. Even though values exist under each column, this User Defined Field is valid for all Job Types because you clicked the “Appears for all Job Types” button.
    • If you do not click this button, this User Defined Field may be valid for all Job Types, but you cannot override validation within the “Job Types not Valid” and “Valid Job Types” columns. You can modify the validation using the following methods:
      • Use the mouse to drag-and-drop the Job Types from one column to the other, or
      • Use the radial buttons in the middle of the block to move some or all of the Job Types from one column to the other.

• • The left-hand side of the block will display those Job Types for which this User Defined Field does not display. For those jobs associated with this Job Type, this User Defined Field will be neither viewable nor enterable.
  • The right-hand side of the block will display those Job Types for which this User Defined Field does display. This User Defined Field displays for all jobs associated with this Job Type, but you can limit it by customer (if you have proper authorization).
  • If you attempt to move a User Defined Field from the “Valid Job Types” to the “Job Types not Valid” and values exist for this user-defined for jobs that are associated with this Job Type, PENTA notifies you that data already exists for this User Defined Field for jobs with the Job Type you specified. PENTA then notifies you that data will be lost if you indicate that the Job Type no longer applies to this User Defined Field. You then have the (yes or no) option of deleting this data.
    • If you answer Yes, PENTA removes all values for this User Defined Field for jobs associated with this Job Type. PENTA closes this window and moves this User Defined Field move from the “Valid Job Types” column to “Job Types not Valid” column.
    • If you answer No, this User Defined Field is valid for this Job Type. PENTA will close this window and leave the User Defined Field under the “Valid Job Types” column.
  • After you make the Job Type User Defined Field validation changes, close the Limit to Job Types window.

5. The Limit by Customer pop-up window displays and has the following characteristics:

• • The customer names under both the “Customers Not Valid” and “Valid Customers” columns sort in alphabetical ascending order.
  • The field prompt “Appears for all customers” determines whether this User Defined Field is enterable for ALL customers.
    • When you click this button, values may exist under each column even though the columns are grayed out. Even though values exist under each column, this User Defined Field is valid for all customers because you clicked the “Appears for all customers” button.
    • If you click this button, this User Defined Field will be valid for all customers with no ability to override within the “Customers Not Valid” and “Valid Customers” columns.
    • If you do not click this button, this User Defined Field may be valid for all customers, but you can override validation within the “Customers Not Valid” and “Valid Customers” columns. You can modify the validation using the following methods:
      • Use the mouse to drag-and-drop the customers from one column to the other, or
      • Use the radial buttons in the middle of the block to move some or all of the customers from one column to the other.
    • The left-hand side of the block displays those customers for which this User Defined Field will not display even if the User Defined Field is valid for the Job Type associated with the job’s main record.
    • The right side of the block displays customers for which this User Defined Field will display if the User Defined Field is valid for the Job’s Job Type.
    • If a User Defined Field is not valid for a specific Job Type, you cannot make the User Defined Field valid for a specific customer if the User Defined Field is not already valid for the Job Type. To allow a User Defined Field to display for one or more customers and only those customers, you must make the User Defined Field valid for the Job Type and the list of valid customers defined accordingly.
    • If you attempt to move a User Defined Field from the Valid Customers to the Customers not Valid column and values exist for this user (defined for jobs that are associated with this customer), PENTA issues a message that data already exists for the User Defined Field you specified and that this data will be lost if you indicate the data no longer applies to this User Defined Field. You have the (yes or no) option of deleting this data. If you answer:
      
      • Yes – PENTA will remove all values for this User Defined Field for jobs associated with this customer. PENTA will close this window and this User Defined Field will move from the “Valid Customers” column to “Customers not Valid” column.
      • No – PENTA will not invalidate the User Defined Field for this Job Type. PENTA will close this window and leave the User Defined Field under the “Valid Customers” column.
    • Once you make the Job Type User Defined Field validation changes, close the Limit by Customer window.

6. After you make the necessary validation changes, close the User Defined Fields window.

Additional Considerations

You can define this limitation at three levels:

• In this window.

• In the Job Type Information window to manipulate the same data that displays in the “Limit to Job Types” pop-up window.

• In the Customer Information window to manipulate the same data that displays in the “Limit by Customer” pop-up window.

• Since these three windows modify the same Job Type/User Defined Field or Customer/User-Defined Field limitation information, PENTA reflects a change you make in one window within the other window.

• For example, PENTA reflects changes made to the User Defined Field limitations (in the User Defined Fields window) within the Job Type Information window. PENTA also reflects changes made in the Job Type Information window within the User Defined Fields window.

If a User Defined Field is valid for a particular Job Type and/or for a particular customer, all jobs associated with this Job Type and/or customer will display this User Defined Field. There is no override at the individual job level.