Flex fields are used to store additional information to customize and complement the system according to the needs of the user. In the following section and throughout this document ‘contract’ and ‘jobs’ are used interchangeably and so are tasks and work items. The various sections of flex fields and the types are mentioned below.
A few images below depict how the flex field section looks like while a contract flex field accessed.
This is a flex fields list, while on the presite details page (for a contract).
These are the flex field settings under the 'File to construction' task in the above image
The image above shows the some of the options and they are further discussed in the sections below.
Caption describes the flex fields briefly. It is meant to be similar to their specific entries in workflow diagram, which makes it easier to assign them to the respective tasks.
The business unit that the flex field will be visible to
The contract type FF is connected to and displayed under the contract or the job details, which makes this data visible as and when the contract or a job is accessed. There is just one value recorded for every job. This is useful if that data involved in the flex filed would be of importance in all stages of the contract.
If the field has been set up as 'Mandatory' (explained below), jobs can still be created, but they cannot be saved unless the required information is filled in. A simple example, certain companies would like to know if the current contract is for an existing customer or new. This is only contract related and not task or work-item related.
|This is similar to the type ‘contract’, the only difference is that this would also appear in the tasks or the work-item details as well. This is useful when certain information considered as the contract or job information is only accessible after a certain task or work-item is completed. Jobs can still be created and saved even if the field has been set up as Mandatory. However, they cannot be saved unless the required information is filled in when the task containing the flex field is executed. A good example here would be achieving a building licence. The building license number is of importance to the contract, but would not be available until the task that helps achieve it is triggered and completed.|
The Repeating FF is used in case of loops or repetitive tasks in a work flow diagram or a process. This is used in cases were the value or instance of the previous execution of that specific task is not required. If this is made mandatory and you add it to 3 tasks, the first 2 tasks are optional but the last task this flex fields becomes Mandatory.
|Specific Work Item
A task is referred to as a Work Item. Specific Work Item FF refers to a value one wants to capture, which is only related to a particular task in every job. This value can be added during task creation and is only displayed in the task menu.
If the task has been setup as mandatory, then the task can only be completed after the data is filled in. This option also saves the history, i.e if there is more than one instance of the same task or if the task is called more than once, then it stores the value of its previous instances. For example if the task checks for price approval, it would prove useful to store the previous tenders submitted.
|This FF will be created against every single task in the workflow, an example of this would be 'how many hours did this task take' this flex field would appear against every task|
|List Of Values||This kind of flex field stores a list of options that can be chosen to the question posed in the respective FF ‘caption’ section. These option are displayed in a drop down list and only one option can be selected.|
|Completion Check List||This is a FF that suggests that this entry is one of the items of the check list that needs to be completed for a certain contract or work Item.|
|Scheduled Check List||
This is a FF that suggests that this entry is one of the items of the check list that needs to be completed for a certain contract or work Item.
|Contact||This contains a column for inclusion of a contact name|
|Date||This contains a column for inclusion of a date|
This contains a column for inclusion of a numeric value generally used to store information regarding the cost.
|Text||This contains a text column for inclusion of special instruction or information.|
This is same as the ‘List Of Values’ which stores a list of options that can be chosen to the question posed in the respective FF ‘caption’ section, the only difference here is that multiple options can be chosen. These options are displayed in check boxes.
Additionally using the FFType Multiple, there is a format that needs to be used:
|Calculated||see link for solution on how to set these up.|
|Hidden Note||Is a text field that is not visible to everyone on the contract, does not save to Notes & Activities section.|
|Note||Adds a note into Notes & Activities section for the contract, visible to all.|
Based on user security. Contract support for more information if you are having issues.
See your Clickhome Consultant for more information on replication
This option helps group the flex fields together and then assign them in groups to improve ease of use of large numbers of flex fields.
This section is populated only if the FFData is chosen to be ‘List Of Values’ or 'Numeric". This holds the list of options for the question asked in the respective FF ‘Caption’ section. They options are separated by a semi colon. For Numeric Fields you can use this field to specify the number of Decimals, prefix the number of decimals with lowercase n. n4 would specify 4 decimals.
Generally used when a certain flex field value, for example a checklist or a question, is of prime importance for the contract or for the continuity of the process.
See your Clickhome Consultant for more information
This is field can contain numeric values, these values decide in what order the flex field definition are stored under a work-item or a contract. For example custom orders for flex fields A, B and C are 60, 20 and 40. The pattern of their execution would be B--> C-->A.