Custom fields are bespoke data points that can be added to a designated record type to address your foundation’s unique data collection needs. Custom fields are added to your site by GivingData staff. The number of fields that can be added is determined by your subscription. Additional custom fields can be purchased as needed.
Custom fields are commonly used for collecting certain types of data on a grantee portal intake form when a code can’t meet the need. For example, a custom field might be built to collect the anticipated number of program participants if this is data that the foundation wants to import into request records from the intake form.
Other common use cases of custom fields include:
- Documenting comments during internal review processes.
- Tracking grantee organization data such as staffing.
- Tracking grantee program data.
- Reporting on specific information for Board Chair and/or Executive Leadership.
- Documenting scholarship details.
- Tracking social media handles for contacts.
Unlike codes, custom fields cannot be in a multi-select format. Available formats for a custom field include:
- Date
- Number
- Decimal
- Text
- Boolean (e.g. Yes/No, True/False)
- Single-Selection Dropdown
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Populate Custom Fields on a Record
Once custom fields are added in your site, they can be populated on the applicable records. Each custom field is configured to be available on a specific record type. Custom fields can be made available on the following record types:
- Organizations
- Requests
- Payments
- Requirements
- Contacts
A user must have the Manage Custom Fields permission enabled for a record type in order to populate custom fields for those records.
Custom fields are housed in one or more separate tabs on the applicable record type. They can be completed in the same way as other fields in the site. An example Custom Fields tab on a request record is shown below.
Use of Custom Field Data
The data stored in custom fields can be used in multiple ways throughout your site. Some key areas and features are listed below. Note that some of the features listed are dependent upon your GivingData subscription. Reach out to your Client Success Manager with any questions.
- Super Search - Custom fields can be used as search criteria for a super search, and can be added as columns when viewing the search result list view.
- Report Builder - If the report builder is included in your subscription, custom fields can be used as search criteria and list view columns in a report template.
- Grantee Portal Intake Forms - Custom fields can be added to intake forms, allowing grantee portal users to complete the fields. The data can then be mapped into records in the site.
- Document Templates and Super Docs - Custom fields can be used to populate data when creating a document from a document template or super doc template.
Calculated Custom Fields
GivingData staff can also build calculated custom fields in your site. These fields are configured to perform a calculation or formula based on other field values in the site, or to display data from a field elsewhere in the site. Calculated custom fields are housed in one or more separate tabs on the applicable record type.
Calculated custom fields are highly configurable to meet your specific needs, but some examples include:
- A field on request records to display the most recent payment date.
- A field on organization records to calculate staff demographic data percentages.
- A field on request records to display the organization’s charity status.