Managing Custom Fields

Custom Fields in GimCore provide administrators with the flexibility to extend the data model of various entities, such as projects, issues, or workflows. This guide details the process of accessing, adding, editing, and deleting these fields, including specific configurations for different field types like Workflow, Issue, Dropbox, Option, and Multi-select.

Accessing the Custom Fields Management Screen

To manage custom fields, navigate the left-hand menu:

1. Click on the Admin ⚙️ menu.
2. Select Fields from the submenu.

This action loads the Fields management screen, which displays a data table listing all existing custom fields.

Custom Fields Data Table

The data table on the Fields screen presents a comprehensive list of all configured custom fields. Each row represents a unique field, and columns provide essential information:

• Name: The display name of the custom field.
• Code: The unique identifier for the custom field, often used for programmatic access.
• Type: Indicates the data type of the field (e.g., Text, Number, Date, Workflow, Issue, Dropbox, Option, Multi-select).
• Required: A checkbox or indicator showing if the field is mandatory.
• Visible: A checkbox or indicator showing if the field is currently visible to users.
• Default Value: The pre-set value for the field when a new record is created.
• Sort Order: Determines the display order of the field in forms.
• Actions: Contains control icons for Edit 📝 and Delete 🗑️ operations.

Filtering and Searching Fields

Use the Search... bar at the top of the data table to quickly locate specific custom fields by typing keywords that match their Name or Code.

Adding a New Custom Field

To create a new custom field:

1. Click the Add New ➕ button located in the page header.
2. A New Field modal dialog will appear, prompting for configuration details.
3. Provide the following information:
   • Field Name: Enter a user-friendly name for the field.
   • Field Code: Provide a unique system code for the field. This code should be descriptive and typically alphanumeric without spaces.
   • Field Type: Select the appropriate data type from the dropdown list. This selection dictates further configuration options.
     • Workflow: If selected, additional options may appear to link this field to workflow definitions or statuses.
     • Issue: If selected, additional options may appear to link this field to issue types or properties.
     • Dropbox: Requires defining the options that will appear in the dropdown. This is typically done by clicking an "Add Option" button within the modal and entering Label and Value pairs.
     • Option: Similar to Dropbox, but generally for simpler, single-choice selections. Options are configured with Label and Value pairs.
     • Multi-select: Allows users to select multiple values from a predefined list. Configure options using Label and Value pairs, similar to Dropbox/Option.
   • Required: Check this box if the field must have a value.
   • Visible: Check this box if the field should be displayed to users.
   • Default Value: Optionally, set a default value that will pre-populate the field for new entries.
   • Sort Order: Enter a numeric value to specify the display order relative to other fields.
   • Permissions: Configure user or group permissions for viewing or editing this field.
4. After entering all necessary details and configuring type-specific options (like dropdown choices), click the Save button to create the field.

Editing an Existing Custom Field

To modify the properties of an existing custom field:

1. Locate the desired field in the data table.
2. Click the Edit 📝 (pencil) icon in the Actions column for that field.
3. An Edit Field modal dialog will open, pre-populated with the field's current settings.
4. Modify any of the configurable properties as needed. Be cautious when changing the Field Type, as this may impact existing data.
5. For Dropbox, Option, or Multi-select types, you can add, edit, or delete the available choices within the modal dialog:
   • Click an Add Option button or similar control to add new Label/Value pairs.
   • Use inline Edit or Delete icons next to existing options to modify or remove them.
6. Click the Save button to apply your changes.

Deleting a Custom Field

To remove a custom field from the system:

1. Locate the field you wish to delete in the data table.
2. Click the Delete 🗑️ (trash can) icon in the Actions column for that field.
3. A confirmation dialog will appear, prompting you to confirm the deletion. Warning: Deleting a custom field is an irreversible action and will remove all associated data from the system.
4. Click OK or Confirm to proceed with the deletion, or Cancel to abort.