User-Defined Fields

User-Defined Fields (UDFs) can be found in many of the CMS Modules – Work Order, Assets, Locations, Users, Materials, Companies, Contacts, Requisitions, Invoice Matching, Documents and Projects.  UDFs allow you to add fields of information that are relevant to your facility’s requirements but are not a part of the CMS standard form(s).   

Permissions:

The first step to configuring your UDFs is to make sure that you have access. 

Login to the Admin Console and confirm that User Defined Fields are available under the module that you would like to implement UDFs. 

If User Defined Fields are NOT available, contact your CMS Administrator to give your role access via the Menu Role Configuration.  *Note: After changes are made to Roles, Users will need to log out and back into CMS to see the changes.  

This checkbox will enable the User-Defined Fields configuration in the Admin Console within the module it is selected.

Create A New User-Defined Field

To create a new User-Defined Field, open the Admin Console from the “Waffle” button at the top, right of the menu bar.  Under the module click “User-Defined Fields.”  This will open the User-Defined Field landing page that displays all existing UDFs available to that module. 

From this screen, click the + User-Defined Fields to open the Create User-Defined Fields form. 

Fill in both required fields: 

UDF Name – this is the name that will appear in the Available UDFs list

Data Type – choose what kind of data is to be displayed (Date, Text, Dropdown, Integer, Decimal, or Date/Time)

Then click Save.  The new UDF will be displayed in the Available User-Defined Fields list

*NOTE:  If Dropdown is selected for the Data Type there will be a couple of additional steps.  After saving, you will need to add the Dropdown options.  These are the options you can select from when the UDF option is applied to a Work Order form.  To create the Options, click +Dropdown Option.

These options can also be configured for Visible and Searchable. 

When Visible is checked the option will be available, if NOT checked the option will not be displayed in the dropdown.  When Searchable is checked a Work Order search can be conducted for this option, if NOT checked the option will not be displayed in the Work Order search. 

Applying the new User-Defined Field

In the User Management module, and other modules, UDFs can be applied to ALL users; OR UDFs can be applied to specified categories. 

To apply a UDF to ALL users follow these simple steps:

From the UDF Landing page, locate the newly created UDF in the Available User-Defined Fields list and click the + button. 

The selected UDF will now appear in the Selected User-Defined Fields list on the right-hand side of the screen and will display an “Unsaved Changes” validation warning immediately below. 

Confirm that the Category drop-down in the top right of the page is BLANK or only displays “Category.” 

Then Save.

To apply a UDF to a SPECIFIC  category follow these steps:

From the UDF landing page, first select a category from the list available list in the top right-hand corner of the page by clicking Category.

Once a Category is selected, you can add the UDFs to the Selected User-Defined Fields by clicking the + button to the right of the UDF . 

Removing User-Defined Fields

To remove a UDF from use, from the Selected User-Defined Fields column simply click the minus (-) button next to the UDF you would like to remove and then Save.  If the minus button does not appear in that column, locate the correct Category level that the UDF is applied to, click the minus button to remove and then Save.

*Note: To see the any new changes to User UDFs, Users will have to logout and login to CMS. 

Reviewed/Revised: 6/2025