Custom Fields

Custom Fields Overview

The Learnsoft LMS / TMS allows for association of both specified, predefined data parameters (e.g. Employee ID, Job Position, etc.) and additional 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. It is also used to gather information from external users during the user account creation setup process. 

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.

Access the Custom Fields Feature

1. From Advanced View, under the User Management dropdown, select Custom Fields.
2. This will bring up the Custom Fields list which provides a listing of all current custom fields in the LMS system.
   1. Custom Field ID – LMS System generated ID based on order of creation.
   2. User Field Type –Custom field category name based upon organizational naming conventions. This can be numeric, alphabetical or alphanumeric.
   3. Description – A description of the Custom Field.
   4. Delete – Red (X) icon. Depending on your access will allow the user to delete the Custom Field. 

Add a Custom Field

1. From Advanced View, under the User Management dropdown, select Custom Fields.
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 Details screen.
   1. User Field Type – Required custom field category name based upon organizational naming conventions. This can be numeric, alphabetical or alphanumeric.
   2. Description – Textbox used to enter the custom field description.
4. Enter the text for both User Field Type and (optional) Description.
5. Click the Save button.
6. When the new Custom Field is saved, the User Field Type Details screen will reload with the updated information.
7. Click Exit to go back to the Custom Field list.

Edit a Custom Field

1. From Advanced View, under the User Management dropdown, select Custom Fields.
2. On the User Field Type List, search for the custom field to edit.
3. Click on the row of the custom field to see the details. 
4. Click on the Edit button to make the updates. 
5. Click Save when done with the updates.
6. The User Field Type details screen will refresh with the updated information. 
7. Click Exit to return to the Custom Fields list.

Delete a Custom Field

Depending on your group access, you may not have this functionality. 

NOTE - It is not recommended to delete Custom Fields until you know the impact to users and reporting. 

1. From Advanced View, under the User Management dropdown, select Custom Fields.
2. Find the specific Custom Fields to edit / delete.
3. Click on the red (X) in the Delete column of the row to delete. 
4. A pop-up message should display asking to confirm the deletion. 
5. Click OK to confirm the deletion.