Custom Entity Fields Overview
When managing your Entities, you have the ability to create and edit custom fields. Custom fields allow you to store specific data tailored to your organization's needs beyond the standard fields provided with each entity.
Custom Field Types
The Custom Fields you can create are:
Auto Number
A system-generated sequence number that uses a display format you define. The number is automatically incremented for each new record.
Use Cases:
- Case numbers
- Invoice numbers
- Ticket numbers
- Order numbers
Configuration:
- Display Format: Define the pattern (e.g., ABC-{0:0000})
- Starting Number: Set the initial sequence number
- Increment By: Define the increment value
Formula
A read-only field that derives its value from a formula expression you define. The formula field is updated when any of the source fields change.
Use Cases:
- Calculated totals
- Date calculations
- Conditional values
- Text concatenation
Note: See Configuring Magentrix Entity Formula Fields for detailed information on formula syntax and functions.
Rollup Summary
A read-only field that displays the sum, minimum, or maximum value of a field in a related list or the record count of all records listed in a related list.
Use Cases:
- Total amount from related line items
- Count of related records
- Maximum or minimum values from child records
Requirements:
- Can only be created on the parent entity in a Master-Detail relationship
- Requires a Master-Detail relationship to exist
Note: See Rollup Summary Fields for detailed configuration instructions.
Lookup
Creates a relationship that links this entity to another entity. The relationship field allows users to click on a lookup icon to select a value from a popup list. The other object is the source of the values in the list.
Use Cases:
- Linking Contacts to Accounts
- Associating Cases with Products
- Connecting Projects to Customers
Features:
- Optional relationship (record can exist without a related record)
- Can include lookup filters to restrict available values
- Supports cross-object formulas
Note: See Master Detail Fields and Lookup Fields for detailed configuration instructions.
Master Detail
Creates a special type of parent-child relationship between this entity (the child, or "detail") and another entity (the parent, or "master").
Use Cases:
- Order and Order Line Items
- Invoice and Invoice Details
- Project and Project Tasks
Important Behaviors:
- Deleting the parent record deletes all child records
- Child record ownership is inherited from the parent
- Owner field on child entity is hidden
- Required relationship (child record must have a parent)
Note: See Master Detail Fields and Lookup Fields for detailed configuration instructions.
Checkbox
Allows users to select a True (checked) or False (unchecked) value.
Use Cases:
- Active/Inactive flags
- Yes/No questions
- Feature toggles
- Agreement acknowledgments
Currency
Allows users to enter a dollar or other currency amount and automatically formats the field as a currency amount.
Use Cases:
- Prices
- Revenue amounts
- Budget values
- Cost fields
Configuration:
- Decimal Places: Define precision
- Default Value: Set initial value
Date
Allows users to enter a date or pick a date from a popup calendar.
Use Cases:
- Due dates
- Start dates
- Delivery dates
- Event dates
Features:
- Calendar picker interface
- Date validation
- Can be used in date formulas
DateTime
Allows users to enter a date and time, or pick a date from a popup calendar. When users click a date in the popup, that date and the current time are entered into the Date/Time field.
Use Cases:
- Meeting times
- Timestamps
- Scheduled events
- Deadline with specific time
Features:
- Calendar and time picker
- Timezone aware
- Current time auto-populated when date selected
Email
Allows users to enter an email address, which is validated to ensure proper format. If this field is specified for a contact or lead, users can choose the address when clicking Send an Email. Note that custom email addresses cannot be used for mass emails.
Use Cases:
- Contact email addresses
- Support email references
- Secondary email addresses
Features:
- Email format validation
- Clickable email links
- Integration with email functionality
Global Picklist
Allows users to select a value from a pre-defined global list of values.
Use Cases:
- Standardized values used across multiple entities
- Industry classifications
- Status values
- Categories
Features:
- Centralized value management
- Consistent values across entities
- Single source of truth for value lists
Note: See Configuring Magentrix Entity Picklists for detailed configuration instructions.
Multi-Select Picklist
Allows users to select multiple values from a list you define.
Use Cases:
- Product categories
- Skills or certifications
- Multiple selection options
- Tag-like functionality
Configuration:
- Define available values
- Set number of visible lines
- Control value order
Note: See Configuring Magentrix Entity Picklists for detailed configuration instructions.
Number
Allows users to enter any number. Leading zeros are removed.
Use Cases:
- Quantities
- Counts
- Scores
- Rankings
Configuration:
- Decimal Places: Define precision
- Default Value: Set initial value
Password
Masked text field for storing secure information.
Use Cases:
- Security credentials
- PIN codes
- Access codes
Features:
- Masked input (displays as dots or asterisks)
- Secure storage
Percent
Allows users to enter a percentage number, for example, '10' and automatically adds the percent sign to the number.
Use Cases:
- Discount rates
- Completion percentages
- Growth rates
- Probability values
Configuration:
- Decimal Places: Define precision
- Default Value: Set initial value
Phone
Allows users to enter any phone number. Automatically formats it as a phone number.
Use Cases:
- Contact phone numbers
- Support hotlines
- Fax numbers
Features:
- Automatic phone number formatting
- Clickable phone links (on mobile devices)
Picklist
Allows users to select a value from a list you define.
Use Cases:
- Status fields
- Priority levels
- Categories
- Type classifications
Configuration:
- Define available values
- Set default value
- Control value order
Note: See Configuring Magentrix Entity Picklists for detailed configuration instructions.
Text
Allows users to enter any combination of letters and numbers.
Use Cases:
- Names
- Titles
- Short descriptions
- Identifiers
Configuration:
- Length: Maximum 255 characters
- Default Value: Set initial value
TextArea
Allows users to enter up to 65,000 characters on separate lines. Rich-text formatting is available.
Use Cases:
- Descriptions
- Comments
- Notes
- Long-form content
Configuration:
- Number of visible lines
- Rich-text enabled/disabled
Time
Allows users to select a time span value without its date portion.
Use Cases:
- Duration fields
- Time of day
- Operating hours
- Shift times
Features:
- Time picker interface
- Format as hours and minutes
URL
Allows users to enter any valid website address. When users click on the field, the URL will open in a separate browser window.
Use Cases:
- Website links
- Document URLs
- Reference links
- Social media profiles
Features:
- URL validation
- Clickable links that open in new window
- Automatic http:// prefix if needed
Selecting the Right Field Type
When creating custom fields, consider the following guidelines:
Data Type Considerations
- Use specific types over generic: Choose Currency instead of Number for money, Date instead of Text for dates, etc.
- Consider validation needs: Email and URL fields provide automatic format validation.
- Think about calculations: Use Number or Currency fields if you need to calculate totals or perform mathematical operations.
- Plan for searching: Text, Email, and Phone fields can be made searchable more effectively than TextArea fields.
Relationship Considerations
- Use Lookup for optional relationships: When the related record is optional or may change frequently.
- Use Master-Detail for strong dependencies: When the child record cannot exist without a parent and should be deleted with the parent.
- Consider Rollup Summary needs: If you need to aggregate data from child records, use Master-Detail relationships.
User Experience Considerations
- Use Picklists for controlled vocabularies: Ensure consistent data entry with predefined values.
- Use Checkboxes for binary choices: Simpler than picklists for yes/no decisions.
- Use TextArea for long content: Don't force users to enter paragraphs in a short text field.
- Use Auto-Number for system-generated IDs: Eliminate user error in creating unique identifiers.
See Also
Jump to Magentrix Entity Checklist
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