Set Up User-Defined Fields at the System Level

User-defined fields refer to fields not normally included in object descriptions, but may be included as needed. Although the application contains a default list of user-defined fields, you may also define new user-defined fields, as the organization requires.

This article details how to associate User Defined Fields.

Note: Creating user-defined fields for all PSA entities is the same, regardless of which module or page of PSA that you create UDFs for.

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Organization.
  3. From the menu click System.
  4. From the Organization System page, click the User Defined Fields link.
  5. On the User Defined Fields page click New.
  6. Enter the Name*.
  7. Enter the Display name*.
  8. Click the Type list and select the UDF type you wish to create.

    Note: You can enter or select additional information or properties on this page if you deem it necessary. In our example we will create a Browse for Task UDF.

    Tip: For more information on the Available Fields and Data Types when creating a UDF click here.

  9. Click the Data type list and select Browse for Item.
  10. Click the Browse type list and make a selection.

    Note: Depending on your selection in Step 9 the available options in Step 10 will differ. For further details refer to Available UDF Types.

  11. Add or select other information you deem necessary, such as entering an Id.
  12. Enter any additional information in the Description field. Use this field to provide context or guidance for the User Defined Field (UDF). The Rich Text Editor supports text formatting such as bold and italic, as well as hyperlinks. (Images and tables are not supported.)

    When a Description is entered, an info icon appears next to the associated UDF. Hovering over the icon displays the description as a tooltip, including any hyperlinks, helping users better understand the purpose or usage of the field.

    Note: Review the Expected Behavior and Limitations section below to understand how this feature works and any known restrictions.

  13. Click Save to apply your changes.
  14. Click Back to return to the previous page.
  15. Upon returning to the User Defined Fields list page, view the UDF you just created.

Expected Behavior and Limitations

The following outlines current limitations and expected behavior for the Description field and info icon in User Defined Fields (UDFs).

Expected Behavior

The following outlines the standard behavior for the User Defined Fields Description and info icon:

  • The info icon does not appear for User Defined Fields (UDFs) associated with Timesheet Templates.
  • Images and tables are not supported in the Description field.
  • The info icon appears only when the Description field contains text. If the Description is blank, the icon will not be displayed.
  • Any leading or trailing spaces in the Description text are automatically removed when displayed in the tooltip.
Limitation
  • When a User Defined Field is associated with the Groups object, the tooltip for the info icon displays plain text only. Any formatting applied to the Description field (such as bold, italics, or hyperlinks) will be displayed as HTML code rather than formatted text.

    Note: It is therefore recommended to avoid using rich text formatting for UDFs associated with Groups.