Maintain Historical Values for UDFs Associated with Clients

User Defined Fields (UDFs) associated with Clients offer two key options in their properties dialog box to help track changes: Keep History and Count of Records.

Selecting Keep History retains all previous values, enabling you to review modifications on the History page. This provides valuable insights into how field values have changed over time.

This article details:

Configuring a User-associated UDF to Maintain Historical Value

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu select User Defined Fields to access the Associate User Defined Fields page.

    Tip: The Menu will automatically hide (collapse or minimize), allowing for more space on the Associate User Defined Fields page. While the menu is minimized, click the blue Collapse/Expand arrow to turn it back on.

  3. Click the Associate to box to access the list and select Clients from the list of available options.
  4. Locate the User Defined Field click the Modify button.
  5. Upon the field properties dialog box appearing select Keep History. Then enter the Count of records to be kept.

    Note: By default, 10 records are kept.

  6. Click Save to apply your changes.

    Select Keep History

Impact of Enabling Keep History

  1. From the Icon Bar click Setup .
  2. From the Navigation Menu click Work to expand the corresponding menu.
  3. From the Work menu items, click Clients.
  4. Select a Client from the Clients list.
  5. Navigate to the required tab where the associated User Defined Field is located.
  6. Click the History button located against the User Defined Field to view the detailed History dialog box.

    View History

    Note:

    • The History button will be disabled until the User Defined Field value is modified.
    • Default User Defined Field values are not considered in the History.

Disabling Keep History

Upon removing the Keep History option from a User Defined Field, the following confirmation message is displayed “Do you want to keep existing historical records?”

  • Choosing Yes will retain the already existing historical data for the User Defined Field. This historical data will remain accessible from the User Edit page. However, no new records will be kept.
  • Opting for No will lead to the removal of both the historical data and the History button.