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Custom Fields - Admin Guide

See the updated Custom Fields article in the Learnsoft Knowledge Base

Custom Fields

Section 1 - Overview

The Learnsoft LMS / TMS allows for association of both specified, predefined data parameters (e.g. EmployeeID, Job Position, etc) and additional unlimited User data parameters using the Custom Fields Feature.

Custom fields allow for both definition of custom data associated with Users and the specific data for each applicable user.

This data can be then used both for informational purposes and to help refine and utilize user data sets with the LMS for both course assignment and reporting.

For example, a client may want to segment / filter users by a specific criteria, such as technical expertise levels, beginner, advanced beginner, intermediate, advanced, expert. Using Custom Fields, clients can create a Technical Expertise Custom Field and associate the relevant level noted above as the data for each applicable user. Not only is this data / value pair viewable by Managers, Admins, Compliance etc, but can be used to segment / filter users, for example, setting up separate delegates for Beginners and Experts and providing relevant course content to each.

Note, most clients pass this data through the HR file interface, but Admins may have rights to manually create Custom Fields and Enter these values. This user guide focuses on the process of using the UI to add these fields and values.

Section 2 - Custom Fields How To Guide

To access the Custom Fields Feature, navigate to the Advanced View, hover over the User Management dropdown menu and select Custom Fields.

Objectives

Upon completion, you will be able to:

  • Access the Custom Fields Feature
  • Create a New Custom Field
  • Edit an Existing Custom Field
  • Delete an Existing Custom Field
  • Update a User's Custom Field Values (To be added)

.

Section 2: Custom Fields – How to Guide

2.1 Access the Custom Fields Feature

To access the Custom Fields Feature:

  • 1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Custom Fields.

Screenshot 01

  • 2 -This will bring up the Custom Fields List which provides a listing of all current custom fields in the LMS system.

Screenshot 02

Explanation of Columns: Custom FIelds List

Note: You may need to access the gear icon to see all columns.

  • - Column of checkboxes allows selection of single or multiple custom fields.
  • Custom Field ID – LMS System generated ID based on order of creation.
  • User Field Type –Custom Field Category Name based upon organizational naming conventions.
    • Can be numeric, alphabetical or alphanumeric.
  • Description – A description of the Custom Field
  • Delete – Red (X) icon. If available and if clicked, it will ask for confirmation to delete a Custom Field (See section 2.4).

2.2 Add a Custom Field

Custom Fields and associated values are usually added via the HR File interface. To Add a Custom Field manually to the LMS system, follow these steps:

  • 1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Custom Fields to bring up the Custom Fields List.
  • 2 - Click the New button in the upper right hand corner of the Custom Fields List.
  • 3 - This will bring up the New User Field Type / User Field Type Details Screen.

Screenshot 04

Explanation of Columns: Custom Fields Details Screen

  • User Field Type* –Custom Field Category Name based upon organizational naming conventions.
    • Can be numeric, alphabetical or alphanumeric.
  • Description* – Textbox for entry of Custom Field Description.

  • 4 - Enter the text for both User Field Type and (optional) Description.
  • 5 - Click the Save button.
  • 6 - The new Custom Field will be saved and the User Field Type Details Screen will reload with the updated information.

Screenshot 05

  • 9 - If wishing to make changes, click the Edit button.
  • 10 - To return to the Custom Fields List where the new Custom Field will now have been added, click Exit.

2.3 Editing a Custom FIeld

Custom Fields can be edited, both to make changes to the User Field Type (name) and Description.

To edit a Custom Field Type,

  • 1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Custom Fields to bring up the Custom Fields.
  • 2 - Use the navigation and search features to find the specific Custom Fields you wish to edit.
  • 3 - Click anywhere in the Custom Fields ID, Custom Fields or Custom Fields Description, columns of the row of the Custom Fields you wish to edit to bring up the User Field Type Details Screen of the selected Job Position (see screenshot 05, above).
  • 4 - Click the Edit button to enter Edit mode.

Screenshot 06

  • 5 - Edit as needed.
  • 6 - Click the Save button to save the edits.
  • 7 - The edited Custom Fields will be saved and the User Field Type Details Screen will reload with the updated information.
  • 8 - Click Exit to return to the Custom Fields List.

2.4 Deleting a Custom Field

Note: It is not recommended to delete Custom Fields unless you are sure this will have no impact to users and reporting.

To delete a Custom Fields,

  • 1 - Navigate to the Advanced View, hover over the User Management dropdown menu and select Custom Fields to bring up the Custom Fields.
  • 2 - Use the navigation and search features to find the specific Custom Fields you wish to edit.
  • 3 - Click on the red (X) in the Delete Column of the row of the Custom Fields you wish to delete.

Screenshot 07

  • 4 - A message will popup asking for confirmation of the deletion.

Screenshot 08

  • 5 - Select OK to confirm deletion. ..