How to Create and Report Custom Fields

Modified on Tue, 26 Sep 2023 at 09:30 AM

Custom Fields help categorize audit and finding data by adding descriptive metadata to documents that can be used to perform deeper data analysis and data mining.

To view a video tutorial on this topic, click here

To access Fields, navigate to Library and click on the Fields tab near the top of the window.

The Fields library lists all existing fields and can be sorted and filtered by name, fields tied to, field type, and group.

To add Fields to an audit document, navigate to to an accessible audit document in revision mode within the Document Library in Documents. Within the document, click on the Fields tab underneath the document's name.

Fields can be added to an audit document by either selecting existing fields from the Field Library (A), or creating a new custom field (B). Only users with the Audit Author role enabled will be able to do this. An audit document can contain up to 10 fields. 

A: Select Field(s)

  • After clicking on Select Field(s), a list of all eligible Fields from the Fields Library will be shown. Check the boxes next to all desired fields to be added to this audit document, then click Apply

B: Create Field

  • After clicking on Create Field, determine this field's name (1), type (2), and what it's tied to (3). When finished click Apply.

1. Field Name: Create this field's name (i.e. Operator ID, Area, Part Number).

2. Field Type: Select this field's type, or its formatting within an audit. Choose between Free Form, Multiple Choice, or Multiple Select. If Multiple Select or Multiple Choice have been selected, determine the group this field belongs to and select its subsequent categories. 

3. Fields Tied to: Tie the field to where it will apply. Fields can be tied to audit programs (Program), corrective action or action plan documents (Corrective Action), task documents (Task), or all options. In the example shown above, Program has been selected by default because this field is already being created within an audit document. 

  • *NOTE: Custom fields can also be created within the Fields Library by clicking on the blue action button near the bottom right of the window. However, these fields will need to be added to audit document separately. 

Once fields have been added to an audit document, they will appear in a list view within the Fields tab of the document. 

  1. Required: If a field has been made required, the auditor cannot complete the audit until this field has been filled out.
  2. Edit: To edit a field within a document, click the on the pencil icon. 
  3. Remove: To remove a field from a document, click on the trash bin icon. 

Now, once this document has been submitted and made active, auditors will be prompted to fill out these fields above the initial question in either a free form box or drop-down menu, depending on the field type. 

The data recorded by  custom fields can be accessed in the All Audits, All Findings, and Open Findings list views. To access this data, navigate to one of these three list views and click on the gear icon near the top right of the window to find Table Settings.

*NOTE: This process is identical across each of the All Audits, All Findings, and Open Findings list views.

In Table Settings, scroll down to find Fields. Check the boxes next to each field to be added to the list view. Use the two lines next to the field's name to rearrange their order in the list view by dragging and dropping. When finished, click apply to add these fields columns to the list view. 

Once these columns have been added to the list view, click on the upside-down triangles to next to the column names to filter audits/findings by fields. 

Additionally, the data recorded by these fields can be exported in the form of a CSV or XLSX file by clicking on the downward-facing arrow next to the gear icon. 

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