Extra Fields and Categories

Extra fields

Extra fields are used to store additional information about a contact, client, employee, supplier or assignment that is not held anywhere else in the system. The value for a custom field has to be entered for each contact, client, employee or supplier; you do not select from a pre–defined list.

Use extra fields for any unique information you want to record for a contact/client/employee/supplier/assignment that does not have a set of values that can be defined, for example an identification number, a date a letter or communication was received, passport number.

These fields allow you to sort, group and filter information in your database or generate reports.

Extra fields are displayed in the Contact, Client, Employee or Assignment window under the Extra tab.

An Extra Field is identified by this icon.

Extra fields category

Extra field categories are used to record additional information about contacts, clients, employees and assignments that is not held elsewhere in the system. They allow you to sort, group and filter information in your database. 

Extra field categories are a definable list of fields and their associated values that can be used to define and categorise your contacts, clients, employees, suppliers and assignments to make the information easier to work with and analyse.

It is a way of dividing your database into logical groups. A extra field category consists of a category name and a number of associated values. You can define whether a category is to be available for contacts/clients, employees and assignments or all.

Extra field categories are displayed in the Contact, Client, Employee or Assignment window under the Extra tab.

For example, you may set up ‘Business Size’ as extra field category with the following values: 'Micro', 'Small', 'Medium' and 'Large'. When populating the record for each client or contact,go to the Extra tab, from the line ‘Business Size’ click on the value cell to bring the drop down which will contain the values setup.

When generating a report you could select, ‘Business Size: Small’ to report on and only those clients who are Small (i.e. the information which is in the Extra tab). You could also use this to select clients by the type of business you do for them, or by the team member who looks after their account.

An Extra Field Category is identified by this icon.