allows you to tailor your contract management system. For example, you can track specific supplier details or payment terms, ensuring comprehensive record-keeping. This improves data accuracy and streamlines reporting, helping tourism operators manage supplier relationships and payment schedules more effectively.
Accessing this feature
Go to Platform Settings > Trade Contracts > Custom Fields
How to use it
The Custom Fields section provides tools to create, edit, and manage all custom data fields applicable to your trade contracts.
Creating a New Custom Field:
From the Custom Fields management page, click the Add New Custom Field button.
Field Name: Enter a clear, concise name that accurately describes the data point (e.g., "Supplier ABN", "Contract Renewal Cycle", "Geographic Region"). This name will be visible to users populating the field.
Field Type: Select the appropriate data type from the dropdown menu. Options typically include:
Text: For short, free-form text entries.
Long Text: For detailed descriptions or extended notes.
Number: For numerical values only (e.g., quantity, percentage).
Date: For capturing specific dates (e.g., "Last Audit Date").
Dropdown: For a predefined list of options, ensuring data standardisation. You will be prompted to enter each option.
Checkbox: For boolean (yes/no) selections.
Currency: For monetary values.
URL: For web links.
Description (Optional): Provide an internal description to clarify the field's purpose or usage guidelines for administrators.
Required Field: Mark this checkbox if the field must be completed before a contract can be finalised or saved.
Default Value (Optional): Set a pre-filled value that will appear automatically when the field is added to a new contract. This can be edited by the user.
Click Save Field to finalise the creation.
Editing an Existing Custom Field:
On the Custom Fields management page, locate the field you wish to modify.
Click the Edit icon (often represented by a pencil) next to the field name.
Adjust the Field Name, Description, Required status, or Default Value as needed. Note that changing the Field Type after data has been entered may lead to data loss or integrity issues; proceed with caution.
Click Update Field to save your changes.
Deleting a Custom Field:
Locate the field on the Custom Fields management page.
Click the Delete icon (often a rubbish bin) next to the field name.
Confirm your decision in the prompt. Deleting a custom field will remove it from all associated contracts and permanently delete any data stored within that field across your system. This action cannot be undone.
Assigning Custom Fields to Contract Templates:
Go to Contract Templates.
Select the template you wish to modify.
Within the template editor, locate the section for custom fields (often labelled "Add Custom Fields" or similar).
Select the desired custom fields from the list of available fields.
Reorder Fields: Drag and drop fields to arrange their display order within the contract template.
Save the contract template to apply the changes.
Populating Custom Fields in a Contract:
When creating a new trade contract or editing an existing one based on a template with assigned custom fields, these fields will appear in the designated section of the contract form.
Enter the relevant data into each custom field according to its type and requirements.
Save the contract to store the custom field data.
Tips
Custom fields offer significant advantages for organisations managing trade contracts:
Tailored Data Capture: Design fields to precisely match unique business processes and information requirements that standard contract fields may not cover.
Enhanced Data Standardisation: Use dropdowns and specific data types (e.g., Number, Date) to enforce consistency and reduce errors in data entry across all contracts.
Improved Search and Filtering: Custom field data becomes searchable, allowing users to quickly locate contracts based on specific criteria such as "Region," "Project Code," or "Supplier Tier."
Robust Reporting and Analytics: Use custom field data to generate custom reports, providing deeper insights into contract performance, compliance, and risk profiles.
Streamlined Workflows: Integrate custom fields into automated workflows and approval processes, ensuring that critical data points are captured and reviewed at appropriate stages.
Adaptability and Scalability: Easily create new fields as business requirements evolve, ensuring the contract management system remains agile and responsive without requiring complex system modifications.
Centralised Information Hub: Consolidate all relevant contract-specific information within a single platform, enhancing collaboration and reducing reliance on external spreadsheets or documents.
To maximise the effectiveness and integrity of your trade contract custom fields:
Plan Strategically: Before creating a new custom field, clearly define its purpose, the type of data it will capture, and how that data will be used for reporting or workflow processes. Avoid creating redundant fields.
Use Descriptive Naming Conventions: Give custom fields clear, concise, and unambiguous names that are easily understood by all users. This minimises confusion and ensures accurate data entry.
Select Appropriate Field Types: Always choose the most suitable field type (e.g., Dropdown for predefined options, Number for numerical data) to maintain data integrity and enable effective filtering and reporting.
Limit "Required" Fields: Only mark fields as "Required" if the data is absolutely critical for contract validity or subsequent processes. Too many required fields can hinder user efficiency.
Document Field Usage: Maintain internal documentation detailing the purpose, intended use, and any specific entry guidelines for complex or critical custom fields. This is particularly useful for new team members.
Review and Audit Regularly: Periodically review your custom fields list. Remove obsolete fields, consolidate redundant ones, and ensure all remaining fields are still relevant and being used effectively.
Consider Future Reporting Needs: Design custom fields with an awareness of how their data might be used in future reports or dashboards. Consistent data entry facilitates more powerful analytics.
Synchronise with Contract Templates: Ensure that all relevant custom fields are correctly assigned to the appropriate contract templates, and their display order is logical for users.
User Training: Provide clear guidance and training to all personnel responsible for creating and managing contracts, ensuring they understand the purpose and correct usage of each custom field.
Need help?
For further assistance, contact us at [email protected]