Profiles (custom fields)

Profile fields are available across many record types. They allow you to configure custom fields which will apply to all record within that module - such as all your prospect types, not just one of them.

• To configure custom fields that only apply to a certain type of job, issue, prospect or contract, you should use custom fields.

Configuring a profile field

For example, if you have another system which provides customer ID numbers, you might want to keep track of these in AffinityLive, and so need a field against the company to do this.

1) Head to the Admin page and click the Profile you wish to edit (or All)

2) Click 'All' - this will display all profile fields configured. If you wanted to see Profiles configured for a specific branch of AffinityLive (Resources, Contact etc), then click that.

3) Click the "Add Profile" button.

• Let's call the new field "CID" - which stands for Company ID.
• Optionally enter a description.
• Since this field is a combination of number and letters, we'll leave it as a text field, but if you need a picklist, you might choose the 'select' or 'multi-select' type. Remember that if you are entering your fields in to select from, have a comma seperating each one. 
• 
• Exclusive indicates that this profile field can only be added once per company.
• Required indicates this field should be filled in when a company is created.
• Export indicates this field will be included in a company export (excel sheet).
• You can then confirm which records this field belongs to. From Staff through to Receipt. In this example, we only want the field to exist for 'Company'.
• Parent - if this field depends on another one, you might associate a parent field.
• Editable by - set the permission level required to change this field on a company record. The default is to allow all.

The way to enter this field for a record is now very simple. Head to the company and click "Add" > Profile Details. This will allow you to select from the profiles you have created whilst on the Admin page.

This image (on right) indicates that once entered, the profile field is displayed under the Details tab for a company.

Profile fields added to other record types will typically appear in a similar "Details" tab within the View screen - eg View Issue or View Prospect.

If you wanted your profile to appear on the creation of a contact then make sure Required & Exclusive are selected. This will firstly allow you to have it required for the creation of a new contact and secondly to ensure that it can only be created once per contact.

To add a profile, hit Add then Profile Details. 

Look-Up relationships

Look-Up profiles are a great way of quickly grabbing existing information in your system and using it to your advantage. One way that we've utlized this function is in automatically created a second profile that is related to the first.

For example., you have a company called Starbucks HQ that has many, many child companies (London Starbucks, Sydney Starbucks etc). If you add your new profile look-up field, Parent Company, to Starbucks London and select Starbucks HQ then not only will a field called Parent Company: Starbucks HQ appear on the view company page, but it will also appear on the value you just assigned, being Parent Company to: Starbucks London. This will allow you to better reflect relationships of all types in your AffinityLive.