Custom fields

Introduction

This article describes how to create, edit, and manage custom fields on the platform, providing a comprehensive guide for users who need to customize the AppXite fields to contain the data specific to their organization.

In this article: 

• Introduction to custom fields
• How to create and edit custom fields
• Deleting a template from custom fields
• Use cases where the custom fields can be used
  

Introduction to custom fields

Custom fields are additional details that can be added to an Organization, Subscription, Contract, or Order. They can be viewed only by users with the role that was selected during the creation of the respective field.

One useful example of using custom fields is if you need to sync additional customer profile details from your CRM and display them in the platform, you can add them as custom fields and configure how they should behave - whether the field should be required, which roles should see it and whether anybody should be able to update it.
If you sell to partners who also work in platforms of their own, you can also set up custom fields for all your partners at once. This way, you will simplify their onboarding process, and they can still customize their own custom field settings later if needed.

How to create and edit custom fields

During creation, you can select:

1. Add the Name of the Custom field.
2. From the Entity dropdown, you can choose: Organization, Subscription, Contract, Order.
3. From the Type dropdown, you can choose one of the following options:

• Text field
• Number field
• Checkbox
• Single select dropdown
• Multi-select dropdown

3.1. For the Text, Number, and Checkbox fields, you will see the option "Is required" checkbox, which signifies that the custom field must be filled.

3.2. Only allow to set value once allows you to choose whether the field can be modified after its initial configuration 3.3. For Single-select dropdown and Multi-select dropdown, you will see the option "List options"
(click "+" to add multiple list items).

3.4. Display On Reporting API - The Check box will be available only if for Entity selection is Order.

It determines if the custom field value is included in the reporting API.
Only one order custom field can be selected to be shown in the reporting API.

For more details about the Reporting API, read the following article: Reporting API Overview.

4. Available to organizations have the following options:

• Only me – Distributor/Reseller who’s configuring this custom field. This custom field will only be available on the current platform.
• Me and Partners – Available to both the seller (distributor) and their partners (sellers). This custom field will be accessible on the current platform as well as on the platforms of all partners (sellers). 'Me' refers to the distributor, and 'Partners' refers to the 2-tier sellers under this distributor.
• Only Partners – Available only to partners (sellers) of the current platform (distributor). This custom field will be accessible only on the platforms of all direct partners (sellers).  'Partners' refers to the 2-tier sellers under the distributor.

5. Available to roles lets you choose which access role can view/edit the configured Custom field; any access role can be selected.
If "Available to roles" is not set, then all roles from the list will be able to see and edit the custom field records. User access to specific sections/places may affect it (e.g., organization profile, invoices).

6. When you choose the entity "Subscription," the Available to vendors option will be available, which includes vendors that offer partners can sell. Users can select one or more vendors.
If no vendors are selected, the custom field will apply to all vendors associated with the reseller or distributor. 

7. Display Locations enables you to decide where custom fields will appear within the system. Each Entity has its own set of available display locations, allowing you to tailor the visibility of custom fields to specific contexts. This flexibility ensures that relevant information is accessible exactly where it's needed, improving efficiency and user experience.

Below, you can find an overview of the entities and their corresponding display locations:

Entity: Organizations
Display Locations:

• Organization's Profile Page (default)
• Invoice Overview Page

Entity: Subscriptions
Display Locations:

• Offer & Subscription Page (default)

Entity: Contracts
Display Locations:

•  Contract Page (default)

Entity: Orders
Display Locations:

• Shopping Cart and Orders Page (default)

Deleting a template from Custom Fields

If a field is used on an existing Organization, Subscription, Contract or Order, you will have to confirm this prompt. By accepting, you are choosing to delete this from the platform entirely:

Use cases where the custom fields can be used

Below, you can find scenarios of using custom fields.

1. The reseller has the billing contact, and it should not be disclosed to the customer.

This scenario involves creating a text field that can be seen only by the reseller would provide a solution for such of scenario.

Template example:

• Name: Reseller Billing Contact
• Entity: Subscription
• Type: Text
• Checkbox: is required
• Available to Organizations: Only me.
• Available roles: Seller admin

2. Distributor would like to assign a credit risk score to all entities, which should not be visible to the sellers.

This scenario involves creating a Multi-select drop-down Field that can be viewed only by the Distributor admin.
It provides a drop-down menu to assign a credit risk score to an organization.

Template example:

• Name: Credit Score
• Entity: Organization
  Type: Multi-select drop-down
• Checkbox: is required
• Available to Organizations: Me and Partners
• Available roles: Distributor admin

Summary

Custom fields are a great way to manage your organization's data according to your business needs. You can flexibly use such fields for, for example, additional CRM details or credit score values. The use cases described above showed you diverse business scenarios in which you can use the custom fields on the AppXite platform.