Create a new job field

You can create custom job fields to store information about your jobs, for each field you create the system can hold one piece of information about each job. If you need to store one piece of information for each client then you should instead create a client field.

To create a new field follow these steps:

  1. Click on the Config menu.
  2. Click on Edit workflow systems.
  3. Drill into the appropriate workflow system using the pencil icon.
  4. Click on the Elements tab.
  5. Scroll down until you see Job fields and choose a field type (see notes below) and click on the appropriate Create new field button. The options you have are discussed below.
  6. The job field will automatically be added to your routes.

Depending upon the field type you create you will see some of the following options:

  1. Name is the name as it will appear on the client card.
  2. Initial value allows you to automatically populate the field on job creation. For example a job position field can default to a client staff field such as 'Regular preparer'.
  3. Visibility (list) confirms whether the field should appear as a column on the jobs report, as a filter or as both. If you are not sure just choose both, you would only hide fields where you jobs report has too many fields or filters showing.
  4. Visibility (card) allow you to show or hide the job field on the job card based upon the current job status. Again unless you are working on a more complex workflow you would just choose All.
  5. Order controls the order in which this field is shown on the job card relative to other client fields in the same sub-system. A field with a bigger order value will be shown below a field with a lower order value.

The field types include the following options:

Date This will allow you to store dates, for example date of birth.
Number This allows you to store numeric values only. These are in whole numbers. If you plan to export your data from time to time to excel and use this field as the basis for calculations then number would be a good choice, e.g. number of directors. If it is possible that your ‘number’ may at some point require the introduction of letters then you would be better suited by using a string data type. Generally speaking if your number contains only numbers but you never have any intention of using it as the basis for mathematical calculations then you be better suited using a string data type. You would not store phone numbers as a number because computers will remove the leading 0, instead use a string (short).
Currency This is for financial data such as an expected fee. This can hold numbers to two decimal places.
Boolean The Boolean data type allows you to record values of ‘Yes’ or ‘No’, for example does this client require Corporation Tax returns?
String (short) The string data type allows you to store text (including numbers), the short version is limited to 20 characters. This is ideal for codes such as the UTR and VAT registration number. The short string data type can appear in the jobs grid report as both a filter and/or a column.
Sting (long) The string data type allows you to store text (including numbers), the long version is unlimited in size, however, it can not appear in the jobs grid report as either a filter or a column.
E-mail address The e-mail address data type allows you to store e-mail addresses, if clicked on from within the application Glide will launch the computers default mail program and start an e-mail to that person.
Website The website data type allows you to store website addresses, if clicked on from within the application Glide will launch a new browser tab and navigate to the website.
Job Position This allows you to have a job field that shows the current occupant of a job position.
Staff The staff data type allows you to select a uses initials to be recorded against the client for example you might set up a field called ‘VAT manager’.
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