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Managing user fields

User fields enable you to store information for a contact. User fields display in tabs for contacts on the Contacts workspace.

User fields differ from custom fields because custom fields are designed to hold specific types of structured data (for example, dates) while user fields are designed to hold unstructured data.

Best practices for using user fields

Consider using user fields to:

  • Display optional data on the Detail tab for a contact when searching, filtering, and reporting are not required.

Avoid using user fields to:

  • Store data for search or reporting purposes. You cannot search or report on user fields.

Adding user fields

You can add a user field to quickly store unstructured data about a contact.

To add a user field:

  1. Navigate to the Contacts workspace.
  2. Select the contact you will add the user field for.
  3. In the Detail tab, select the User Fields subtab, and click the Add button .
  4. The Add User Field dialog opens. Enter or select the name of the user field from a list of frequently used field names.
  5. Enter the value for the user field.
  6. Select the Security tab. Under View Security, select who you want to be able to see the new field:
    • Public
      All users can see the new field.
    • Group
      Only members of the specified user group can see the new field. Click the Select button to specify a group.
    • Private
      Only you can see the new field.
  7. Under Edit Security, select one of the following options to specify which users can edit the user field.
    • Public
      All users can edit the field.
    • Group
      Only members of the specified user group can edit the field. Click the Select button to specify a group.
    • Private
      Only you can edit the field.
  8. Click OK. In the dialog, confirm whether you want the user field added as a selection in the Name field.
    The Add User Field dialog closes.

    You will be prompted to confirm that you want to add the user field.

The user field is added to the contact.

Modifying user fields

You can change a user field's name, value, and view and edit security settings.

To change a user field:

  1. Navigate to the User fields subtab in the Detail tab for the required contact.
  2. Click the Action button beside the user field that you want to modify and click the Edit button .

    You can also click Manage User Fields to open the Manage User Fields dialog where you can edit user fields.

    The Edit User Field dialog opens.

  3. Make the required changes and click OK.
    You will be prompted to confirm that you want to make your changes.

The user field is modified.

Deleting user fields

You can remove a user field when it is no longer needed.

To delete a user field:

  1. Navigate to the User fields subtab in the Detail tab for the required contact.
  2. Click the Action button beside the user field that you want to delete and click the Delete button .

    You can also click Manage User Fields to open the Manage User Fields dialog where you can delete user fields.

    You will be prompted to confirm that you want to delete the user field.

  3. Click Delete.

The user field is deleted.