Adding Custom Fields to a Workflow

What are Custom Fields?

Custom fields within the workflow type allow you to add various custom fields for the data that you deem essential in the documents pertaining to this workflow. Within the platform, you will find a vast array of fields, diverse in use, to serve all the objectives of your specific workflow. We will explore the types of these fields and how to customize them in this topic.

Adding Custom Fields to the Workflow

1. From the main menu, click on “Workflows”.
2. Click on “Settings”.
3. Click on “Workflow Types”.
4. Click on the workflow type to which you want to add custom fields.
5. Click on “Custom Fields” to navigate to the custom fields screen in the program.
6. Select the type of fields you need from the list on the left, such as (single line, multiple lines, number, dropdown list, checkbox, date, and others).
7. Click and drag the desired field towards the empty space until a frame appears, showing the field’s position on the screen.
8. There are two main types of fields:
   • Static fields: These fields have a clear and specific value, whether set by you, left for the user to input their preferred value, or given a list of options to choose from.
   • Dynamic fields: Dynamic fields are linked to your database, like client or product names, allowing the user to select from the database. The displayed choices are linked to the updates you make to your database, such as a new product appearing in a dynamic dropdown list once it’s added to the system, eliminating the need for manual data entry on your part.
9. Properties of custom fields in a workflow:
   • General properties of static fields:
     • Field Label: This is where you input the name of the field that appears to the user. It serves as the title for the data required in this field and is a default field.
     • Key: A keyword used for easier future access to this field. If the keyword has multiple words, they are separated by underscores (_). This is also a default field.
     • Default Value: A value you set for the field that automatically appears to the user when they want to fill the field. They can replace it with the value they want.
     • Placeholder: A light, auxiliary text that appears in the field to guide the user on the expected data entry, such as “Enter username” or “https://www.daftra.com”.
     • Filter by this Field?:: A toggle that, when activated, uses this field to filter various data in the document containing the field.
     • List by this Field?:: A toggle that, when activated, inserts field data as a column in reports and when viewing data related to workflow files.
     • Auto Suggest: A toggle that, when activated, suggests the appropriate data to the user as they type, based on the database and previous user entries in such a field.
     • Min Length: The minimum number of characters allowed in the field.
     • Max Length: The maximum number of characters allowed in the field.
     • Is Required?: If you want to make it mandatory for the user to input the required data for the field.
     • Allow Beside: If you want this field to appear alongside other fields and not on a separate line. This property is used to format the appearance of fields.
     • Field Size: To control the size of the field, also used to format the appearance of fields.
   • General properties of dynamic fields:
     • All properties of static fields.
     • Entity: To link the field to one of the system’s databases, like employees.
     • Listing Field: To select the type of data inside the database that you want to show to the user in this field, like employee names.
       • Note: The data displayed to the user changes based on changes in the database.
10. Custom fields available for the workflow:
    • Single Line Field: A field that allows the user to input a single line of characters and numbers.
    • Multi-Lines Field: A field that allows the user to input any number of lines of characters and numbers as they wish.
    • URL Field: A field designated for entering links.
    • Email Field: A field designated for entering email addresses.
    • Phone Number: A numeric field for entering phone numbers.
    • Date: A field for selecting a date from a calendar, with the possibility to restrict the user to a specific time period to choose the date within.
    • Time: A numeric field for entering the timing or schedule related to the documents within the workflow.
    • Currency: A field for entering financial amounts. You can either specify the currency or give the user the freedom to choose.
    • Number: A field specifically for numbers. You can precise the decimal system or allowable fractions.
    • Toggle: With the help of the implementations department, you can control whether this button is activated for one of the fields or not.
    • Map Location: A field where the user can add a map location using Google Maps.
    • File: Allows the user to upload a file they wish to attach.
    • Image: A field where the user can attach an image and specify the maximum size for the image.
    • Multiple Sub-Forms: A field where you can add multiple custom fields so they can be repeated in the same order. For example, a combined field for a product name, its price, and quantity, where the user can control the number of combined fields they want by pressing a button. By activating the allow sorting button, you allow the user to control the order of the combined fields.
    • Separator: A field where you can write any text or number on it, serving as a separator between different fields for organization and order.
    • Dropdown: A field that allows you to add multiple choices from which the user can choose one. By activating the “Is Searchable?” button, you give the user the privilege to search using this field.
    • Multiple Dropdown: A field that allows you to add multiple choices from which the user can select one or more choices. By activating the
    • “Is Searchable?”  button, you give the user the right to search using this field.
    • Dynamic Dropdown: A list linked to one of the databases in the system, showing the user the available data on your system in real-time for them to choose from.
    • Multiple Dynamic Dropdown: A list linked to one of the databases in the system, presenting to the user the available data on your system in real-time, for them to select one or more choices.
    • Static Content: Content that you write to explain something or some field, appearing to the user without the ability to edit it.
    • Formatted Text: A field that allows the user to input and format the text as they desire.
11. After adding and formatting the fields you want, click on the “Save” button.