Codes Versus Custom Fields

Creation, Editing, and Management

Users with appropriate permissions can create, edit, and delete codes without assistance from GivingData staff.

Only GivingData staff can create and delete custom fields. Users with the appropriate permissions can control changes in name and organization of fields. 

System Limits

There is no limit to the number of codes allowed in a site. 

Subscription levels limit the number of custom fields in a foundation’s site.  

Custom fields can be presented as a dropdown picklist, but only one value can be selected. 

Data Formats

Codes always appear in a multi-select (checkbox) format. The code type properties determine how many code selections can be made on a record.

Custom fields cannot appear in a multi-select (checkbox) format. Available formats for custom fields include: date, number, decimal, text, boolean, and single-selection dropdown.

Structural Organization

Codes can be structured to allow for multiple levels of selection. 

Custom fields can only be structured as text input or single-selection dropdown fields. 

Percentage Tracking

Codes can automatically track the percentage and amount of a grant or payment that is attributed to each selection. 

Calculated custom fields can be created to track the percentage and amount of a grant or payment attributed to a specific category, but this could require multiple fields.

Foundation Budget Management

Codes are used to establish and track a grantmaking budget in the budget manager and payments and approvals dashboards. 

Custom fields cannot be used to populate the budget manager.

Payments and Approvals Dashboards

Codes filter and populate the payments and approvals dashboards to display how funding is distributed. 

Custom fields do not populate the payments and approvals dashboards.

Record Assignment

A code type can be configured to appear on multiple record types.

A custom field can only be configured to appear on one record type. 

Only custom fields can appear on a requirement or the regranting modal.

Both codes and custom fields can appear on organization, request, payment and contact records. 

Super Search and Reports Tool

Codes can be used to group search results in the reports tool.

Custom fields cannot be used to group search results in the reports tool. 

Both custom fields and codes can be used for super search criteria and displayed as a column within super search results. 

Grantee Portal – Conditional Logic

Codes can be used for conditional logic in some intake forms in the grantee portal. 

Custom fields can be used for conditional logic in intake forms in the grantee portal, but only if the custom field is in a dropdown format.

Grantee Portal – Mapped Field Display

Codes cannot be formatted to display existing information from GivingData in an intake form.

Custom fields can be formatted to display existing information from GivingData into an intake form for invited applications, reports, and submission forms.

Batch Editing

Codes can be updated on records in batch. 

Custom fields cannot be updated on records in batch.

Required Editing

Codes can be marked as required fields on a record, and if not populated, they can prevent a request from being approved. 

Custom fields cannot be a required field on any record in GivingData.