Adding and configuring custom fields | Intralinks Designer

  • Updated

Product: Intralinks Designer
Applies to: Managers and publishers
 

Custom fields allow you to describe your documents, groups and exchanges in greater detail. Custom fields enable you to enter specific pieces of information, such as expiration dates, locations, and so on. In the past you may have used the Notes field to keep track of this information. With custom fields you can more easily manage the information and ensure that it is entered consistently.

Intralinks provides you with a set of preconfigured custom fields. You can change the labels (names) that appear onscreen for these fields. Your changes will affect all the members of the exchange. You can add custom fields and disable the fields that you do not wish to use. You can use Intralinks Designer’s import function to add or modify many custom fields at the same time.

Custom fields are based on the following field types:

  • Text: Fields of this type enable you to enter any text you like (alphabetic and numeric characters and symbols)
  • Date: For date fields you can enter a date or select it from a pop-up
  • Numeric: Only numbers can be entered into numeric
  • Options: With this type of field (also known as a multi-selection list), you can select one or more pre-defined items from a list. (To select multiple items, press the SHIFT key while clicking them.)

To use custom fields, the Custom fields exchange setting must be marked. You also must publish the custom fields.

You can set default (suggested) values for custom fields. These default selections will appear as suggestions to users whose custom field permission allows them to control the custom field, and as automatic entries for users whose role does not allow them to change the custom field.

I want to

  • Configure and publish custom fields
  • Import custom fields
  • Disable custom fields
  • Remove custom fields

Steps

Configuring and publishing custom fields

Note that not all custom fields may be available for editing.

  1. Click the Custom Fields button on the toolbar. The Configure Custom Fields screen appears.

    (If you have made changes to the exchange and have not uploaded them yet, a message will appear asking you to upload or discard the changes before making changes to custom fields.)

  2. Click the tab for the type of field that you want to add: Document Custom Fields, Group Custom Fields or Exchange Custom Fields.
  3. To inactivate a custom field, unmark the Active option next to the field. To reactivate the field, mark the box again.

    Only active (enabled) fields will be visible to exchange users once the custom fields have been published.

    Fields that have been marked as read-only cannot be inactivated (disabled).

  4. If users are required to make an entry in the custom field before adding a document or group or when creating an exchange, mark the Required box.
  5. If you do not want other users to be able to change the label, the default value displayed for the custom field, or the permissions set for each exchange role, mark the Read Only option.

    If you mark this option, the selected field can be enabled (if it is marked as disabled), but it cannot be disabled again. In addition, you cannot unmark the Read Only option for fields that are in use on business processes within the exchange. You can mark this option, however, for fields that are editable.

    Also note that options that appear for List fields cannot be edited or deleted if the fields are marked as read only.

  6. Review and update a custom field’s properties, default values and permissions. Click the arrow button in the Actions column for the field that you want to change and select Edit Properties from the menu that appears. The Properties tab of the Custom Field Definition Wizard appears.
  7. To rename a field, enter the name that you want to use in the Label field.

    Note that you can change only the label; the field type cannot be changed. If the field is marked as Read Only, the label cannot be changed.

  8. Click the Values tab to view the default value (if any) that has been entered for this custom field.

    In most instances, default values are optional; however, you must set default entries for required fields if they have been set to Hidden or See for any exchange roles or individuals. An asterisk (*) appears next to the names of required fields on the Configure Custom Fields screen.

    The fields that appear on the Values tab vary depending upon the type of field that you are viewing:

    • For String fields, enter a string of text (letters, numbers and other characters) in the Default Value field. This text will appear automatically when users display screens where this field appears.
    • For Number fields, enter a number in the Default Value field. This number will appear automatically when users display screens where this field appears.
    • For Date fields, select one of the following options:
      • DD/MM/YY: Enter or select the date that will appear by default for this field.
      • Creation Date: The date on which the document was created will appear as the default date.
      • Creation Date +1: The day following the date on which the document was created will appear as the default date.
    • For List fields, select Yes from the Default list to make the selected option appear as the default selection.

    To add an option, click the Add Option button and enter the text that will appear in the list in the Label field. Be sure that the label you enter does not appear in the list already; each label can appear only once in a list.

    Existing options cannot be edited or deleted in Intralinks Designer. If you wish to edit or delete an option, log into Intralinks VDRPro to do so.

  9. Next, select the level of access that users with specific exchange roles will have to document and group custom fields.

    Access levels allow you to prevent users with specific exchange roles (such as publisher or reviewer) from changing the values for custom fields, or from viewing the custom fields altogether. This can be especially useful for custom fields that are used to trigger business processes. By limiting who can change custom field values, you can ensure that the process workflow is not altered and prevent errors.

    For each exchange role that is displayed, select one of the following options:

    • Control — Users given this permission can view the custom field and change the value selected for it.
    • See — Users given this permission can view the custom field, but they cannot make any changes to the value that is displayed.
    • Hidden — Users who are not given any custom field permission can neither view the field nor make changes to the value selected for it.

    Users with the Manager Plus role automatically have the ability to control custom fields.

    If the field has been marked as Read Only, these permissions cannot be changed.

  10. Click Save. The Configure Custom Fields screen reappears.
  11. Repeat the previous steps for each field that you wish to change.
  12. (Optional.) If you want to change the order of the custom fields, click on the icon to the left of a field you want to move and drag the field to its new location.
  13. If you are ready for exchange users to begin using the custom fields, mark the

    Publish option next to the Collection Status field at the top of the screen.

    Once the custom fields have been published, they cannot be returned to draft status.

  14. When you have finished making changes, click Save.

Adding a custom field

Use this procedure to add a single custom field at a time. If you want to add many fields, you may find it faster to create a spreadsheet with information about the fields and then import it. 

  1. Click the Custom Fields button on the toolbar. The Configure Custom Fields screen appears.

    (If you have made changes to the exchange and have not uploaded them yet, a message will appear asking you to upload or discard the changes before making changes to custom fields.)

  2. Click the tab for the type of field that you want to add: Document Custom Fields, Group Custom Fields or Exchange Custom Fields.
  3. Click the Add New Custom Field button. The Properties step of the Custom Field Definition Wizard screen appears.
  4. Enter a label for the field. Be sure that the name you enter will be understood by all users who will have access to this field.
  5. Select the type of field you are adding:
    • Number: The field will be used to track a numeric or monetary value.
    • String: The field will require a text entry (alphabetic and numeric characters and symbols).
    • Date: The field will be used to track calendar dates.
    • List: The field will provide users with a pre-defined list of options, and users will be allowed to select one or more of those options.
  6. Click Next. The Values step of the wizard appears.
  7. If you wish to provide a default (suggested) entry for the field, enter that value.

    In most instances, default values are optional; however, you must set default entries for required fields if they will be set to Hidden or See for any exchange roles or individuals.

    The fields that appear on the Values tab vary depending upon the type of field that you are viewing:

    • For Number fields, enter a number in the Default Value field. This number will appear automatically when users display screens where this field appears.
    • For String fields, enter a string of text (letters, numbers and other characters) in the Default Value field. This text will appear automatically when users display screens where this field appears.
    • For Date fields, select one of the following options:
      • DD/MM/YY: Select the date that will appear by default for this field.
      • Creation Date: The date on which the document was created will appear as the default date.
      • Creation Date +1: The day following the date on which the document was created will appear as the default date.
    • For List fields, select Yes from the Default list to make the selected option appear as the default selection.

    To add an option, click the Add Option button and enter the text that will appear in the list in the Label field. Be sure that the label you enter does not appear in the list already; each label can appear only once in a list.

  8. Click Next. The Permissions step of the wizard appears.
  9. Select the level of access that users with specific exchange roles will have to document and group custom fields.

    Access levels allow you to prevent users with specific exchange roles (such as publisher or reviewer) from changing the values for custom fields, or from viewing the custom fields altogether. This can be especially useful for custom fields that are used to trigger business processes. By limiting who can change custom field values, you can ensure that the process workflow is not altered and prevent errors.

    For each exchange role that is displayed, select one of the following options:

    • Control — Users given this permission can view the custom field and change the value selected for it.
    • See — Users given this permission can view the custom field, but they cannot make any changes to the value that is displayed.
    • Hidden — Users who are not given any custom field permission can neither view the field nor make changes to the value selected for it.

    Users with the Manager Plus role automatically have the ability to control custom fields.

  10. Click Save. The Configure Custom Fields screen reappears.
  11. If you want to require users to make an entry in the custom field before adding a document or group or when creating an exchange, scroll through the list of custom fields to locate the new field, then mark the Required box that appears next to it.
  12. Click Save.

Importing custom field information

You can import information about document, group and exchange custom fields using Intralinks Designer. Information about the required data format is provided in a sample file that is available from the screen that is used to import custom fields. Instructions for printing and using the sample file are included in the procedure below.

When you import custom fields, a number of restrictions apply:

  • Each of the custom field types (document, group and exchange) must be imported separately using a separate Excel worksheet.
  • You can import custom fields in either draft or published mode, but you cannot change the mode using the import process.
  • Only new custom fields can be imported. Existing custom fields cannot be updated or deleted using the import process.
  • Permissions for imported custom fields must be set manually.
  • You can import values for custom fields with the field type of Option. (These fields appear as drop-down lists with a set of pre-determined options.) Only new values can be imported; they will be appended to any existing values for the fields being updated.
  • The import file must be a Microsoft Excel file in .XLS or .XLSX format. The file must be set up properly to import the information successfully. Be sure to read the setup instructions included with the sample file before you begin creating your import file!
  1. Click the Custom Fields button on the toolbar. The Configure Custom Fields screen appears.
  2. Click the tab for the type of field that you want to import: Document Custom Fields, Group Custom Fields or Exchange Custom Fields.
  3. Click the Import From File button. The Import Custom Fields screen appears.

    If you need to create an import file, continue to step 4. If you have created your import file already, skip to step 8.

  4. If you have not created an import file containing information about the custom fields that you are adding, click the download link to download a sample file that you can review and modify. The Select File Location to Download dialog box appears. Select a location for the file, enter a name for it, and click Save.
  5. Open the sample file. The Instructions tab appears. Read the instructions carefully before continuing.
  6. Click the Sample tab to view an example of how your import file should be set up. Note that the columns that appear in the sample must appear in your import file, and additional columns cannot be added.
  7. Create your import file. Remember that separate import files are required for document, group and exchange custom fields.
  8. When your import file is complete and you are ready to begin the import process, click the attach link. A Select File dialog box appears; use it to locate your import file and click Open. The import process will begin.

    If an error prevents the import from being completed, a message will appear advising you to view the error log. An additional message will appear on the screen indicating that errors have occurred. Click the Download link within this message to see the contents of your file, along with information about the errors that occurred. Correct these errors in your import file and then repeat the import process.

  9. When the progress indicator disappears from the screen, click the Finish Import A message appears to confirm that the import was successful.

Be sure to upload your changes to Intralinks VDRPro to complete the import process. 

Disabling custom fields

You can disable a custom field if you no longer want it to appear when users add a document or group or create an exchange.

  1. Click the Custom Fields button on the toolbar. The Configure Custom Fields screen appears.
  2. Locate the custom field that you want to disable.
  3. From the Actions list that appears next to the field, select Enable/Disable Fields. A sub-menu will appear; select Disable.

Removing custom fields

Custom fields must be disabled before they can be removed. 

You can remove custom fields only if the collection status is Draft. Once the custom fields have been published, they can be inactivated, but they cannot be deleted.

  1. Click the Custom Fields button on the toolbar. The Configure Custom Fields screen appears.
  2. Locate the custom field that you want to remove and highlight it.
  3. Click the Remove Custom Field button.

Additional information

 

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