Creating and Editing Additional Field Definitions

You must have appropriate Folder Management access rights (Add, Edit, and/or Delete Additional Field Definitions) to a folder in order to be able to manage the additional fields for the folder.

In order to manage global additional fields, you must be able to log on to InterAction Administrator.

This section covers managing additional fields in the Windows Client and InterAction Administrator. Note that end users can manage additional fields for working lists in the Web Client.

Components of an Additional Field Definition

Field	Description
Name	The name of the additional field. This displays in both the Web Client and the Windows Client, although you can configure a Profile page to use a different display name.
Description	A description of the additional field. This displays in the Windows Client when a user sets a value to an additional field.
Category	Used in the Windows Client to sort additional fields together.
Person/Company	Determines which contacts the field can apply to - people, companies or both. When selecting this option for a folder-specific additional field, you must choose an option that matches restrictions on the type of contact allowed in the folder. For example, you cannot create a person-only field in a folder that only allows companies. After you have selected which contacts an additional field applies to and saved that additional field definition, you cannot change this setting.
Status	Indicates whether or not the field is available in the Windows Client and the Web Client. This attribute only applies to global additional fields.
Field Type	Determines what kind of data is contained within the field. For a full list of the field types possible, see Types of Additional Fields.
Field Type-specific fields	Some types of additional field have other fields used to specify details about the field type. For details, see Types of Additional Fields.
Include Secondary Field	You can specify a secondary field to accompany a field. For single-value fields, this is a convenient way to store information in two parts. For example, you could create a field that stored a code in the main field and a description for the code in the secondary field. For multiple-value fields, it is often a way to provide more information about each field value. If you choose to include the secondary field, you must provide a label.
Multiple Values	Specifies whether the additional field can contain multiple values or not. For more information on multiple-value additional fields, see Storing Multiple Values in Additional Fields.

Create an Additional Field Definition

1. To create a global additional field, open InterAction Administrator and double-click Global Additional Fields in the entity list.

   The existing global additional fields will display in the Manage Global Additional Field dialog box.

2. To create a folder-specific additional field, open InterAction Windows Client, open the folder that should contain the additional field, choose Folder > Edit Folder and then select Additional Fields.

   The existing additional fields for the folder will display in the Edit Folder dialog box.

   

3. Choose New to display the New Additional Field dialog box.

   

4. Enter the Name and Description. The user will see the description when entering a value for the field.
5. If desired, enter a Category value for the field. Windows Client users can sort on this value.
6. From the Person/Company list, indicate whether the additional field applies to people, companies, or both.

7. If you are creating a global additional field, you must select the Status. The status determines if the additional field is active or inactive. An inactive additional field is not available when searching.

   You normally cannot change the field type after saving the field, although you can change to use a field extension of the same type.

8. Select the Field Type.
9. If necessary, specify the additional criteria for the selected field type, such as the maximum number of characters allowed.

10. If the field needs to store two related values (such as a code and a description for the code), select the Include secondary field check box and provide a Field Name.

    This allows users to enter a secondary value for the field value. This is typically used for multiple-value fields, but can also work with single-value fields.

11. If the field should allow multiple values, select the Multiple Values check box.

    For more about multiple-value additional fields, see Storing Multiple Values in Additional Fields.

12. Chose OK.
13. If the additional field is a List type field, add the list items as described in Add or Import Items for a List Additional Field.

14. After you have finished creating additional fields, choose Close on the dialog box that displays the list of configured additional fields.

    For details about how the new additional field will appear in Windows and the Web Client, see the following:

    • How Does a New Additional Field Appear in the Windows Client?
    • How Does a New Additional Field Appear in the Web Client?

Edit an Additional Field Definition

1. To edit a global additional field, open InterAction Administrator and double-click Global Additional Fields in the entity list.
2. To edit a folder-specific additional field, open InterAction Windows Client, open the folder that should contain the additional field, choose Folder > Edit Folder and then select Additional Fields.
3. Select the additional field you want to edit, and choose Edit to display the Edit Additional Field dialog box.
4. Edit the fields as desired and choose OK when finished. For a list of fields, see Components of an Additional Field Definition.
5. Choose Close to close the Edit Folder dialog box.

Add or Import Items for a List Additional Field

You can manually enter the list items for a list additional field. Alternatively, you can import list items from a simple text file.

You can also export list items to a text file. This can be a convenient shortcut for copying a set of list items from one additional field to another.

Import List Items for a List Additional Field

To import list items, you need a simple text file containing each item on a separate line. Note that importing list items does not change any existing list items already defined for the field. If the import file contains duplicates of existing items, they are skipped.

1. To import list items for a global additional field, open InterAction Administrator and double-click Global Additional Fields in the entity list.
2. To import list items for a folder-specific additional field, open InterAction Windows Client, open the folder that should contain the additional field, choose Folder > Edit Folder and then select Additional Fields.

3. Select the additional field for which you want to add list items and choose List Items.

   You must select a list type additional field.

4. Choose Import.

5. Enter the path and filename for the text file containing your list items.

   You can use the browse button () to browse for the file.

6. Choose OK.

Manually Add Items for a List Additional Field

1. To add list items for a global additional field, open InterAction Administrator and double-click Global Additional Fields in the entity list.
2. To add list items for a folder-specific additional field, open InterAction Windows Client, open the folder that should contain the additional field, choose Folder > Edit Folder and then select Additional Fields.

3. Select the additional field for which you want to add list items and choose List Items.

   You must select a list type additional field.

4. Choose New.
5. Enter the Name of the List Item.

6. If you are adding a list item for a global additional field, select the Status.

   Status determines if the List Item is Active or Inactive. An Inactive list item does not appear in InterAction. Note that you cannot delete a list item for a global additional field; you can only change its status to inactive.

7. Choose OK.
8. When finished adding list items, choose Close to close the List Items dialog box.

Edit or Delete List Items for a List Additional Field

1. To edit list items for a global additional field, open InterAction Administrator and double-click Global Additional Fields in the entity list.
2. To edit list items for a folder-specific additional field, open InterAction Windows Client, open the folder that should contain the additional field, choose Folder > Edit Folder and then select Additional Fields.

3. Select the additional field for which you want to add or edit list items and choose List Items.

   You must select a list type additional field.

4. To edit a list item, select it from the list and choose Edit. To remove a folder-specific list item, select it and choose Delete.

   You cannot delete a list item for a global additional field. To remove a list item, edit the item and select the Inactive Status.

5. Edit the Name of the List Item.
6. Choose OK.
7. When finished editing list items, choose Close to close the List Items dialog box.

How Does a New Additional Field Appear in the Windows Client?

A new additional field is available in InterAction Windows Client immediately, although if you are running Windows Client when you create a global field, you need to exit and restart the program to see the additional field. The new additional field will appear in the Additional Information view. It will also be available for printing, exporting, and importing.

How Does a New Additional Field Appear in the Web Client?

Web Client displays additional fields in different ways:

• Folder-specific fields included on a marketing list or working list appear in the Profiles, Lists, and Notes area on the Overview page. All additional fields for the folder are automatically included, in alphabetical order.

  The same fields are also available in the preview area when viewing a marketing list or working list.

• The Web Client automatically generates a search for each working list and marketing list. This search includes any folder-specific additional fields for the list.

• You can define custom profiles that can display any combination of folder-specific or global additional fields. For example, the Alumni profile included in a new installation of InterAction displays several additional fields collected for firm personnel and alumni.

  You use the Windows Client to configure Web Client profiles. For details, see Creating and Editing Web Client Profiles.

• You can define custom searches that include any combination of folder-specific or global additional fields as search criteria.

  You use the Windows Client to configure Web Client searches. For details, see Creating and Editing Web Client Searches.

  

  Displaying Working List Additional Fields in the Web Client

  [A] The Working Lists section is currently selected, so all working lists that contain this contact that the user has access to see appear as links.

  [B] Select a list from the list to see additional fields and notes for the list.

  

  Displaying Profile Data