creating and managing custom fields

TABLE OF CONTENTS

• Custom Fields: Understanding Field Types in Reporter's Profile
• Creating A Custom Field
• Managing Custom Fields
• Archiving Fields
• Un-archiving Fields
• Deleting Fields
• Quick Access and Mandatory To Dos
• Managing Custom Fields: Quick Access and Mandatory To Dos
• Making Custom Fields Mandatory When Enrolling Reporters (Individual Fields)
• Making Custom Fields Mandatory When Enrolling Reporters (Quick Changes 1+ Fields)
• Turn On Review: I want reporters to review and update custom fields.
• Turn On Review: I want staff to review and update custom fields.

Custom Fields: Understanding Field Types in Reporter's Profile

There are three types of fields in a reporter's profile. This article covers Custom Fields. 

For Standard and Type 1 Associations, you will need to reference other articles to learn how to use and manage them. 

Here are the three types of fields:

1. Custom Fields - You and your program create these fields to collect any information on your reporters you wish, they are entirely customizable (see this article for more information on creating custom fields: creating panels, sub-panels, context blocks, and fields).
   
   
2. Standard Fields - These fields are defaults and connect to essential system settings, so they have fewer options for customization. Access guidance on understanding and managing Standard Fields here. 
   
   
3. Type 1 Associations - these are fields that create custom "tags" for reporters that can be used to categorize and target reporters in different ways throughout the system.  Access guidance on understanding and managing Type 1 Assocations here.)

Creating A Custom Field

A custom field is any data point that must be collected from your Reporter. This could be: Start Date, End Date, DOB, Demographic Information, Background Check and Onboarding Documents.

To create a custom field:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Create a Field.
   
5. A window will open:
   
6. Type your new Field Name.
   
   
7. Optionally, you can create a Field Description with help text available when viewing the field.
   
   
8.  Next, click the Assign link and choose the Field Type.
   
   
   You will have the following field type options:

   
   
   

   Note: Known accepted file types for File Attachment(s) fields are doc; docx; txt; rtf; xls; xlsx; ppt; pptx; pdf; bmp; jpg; gif; png; tif; mp3; wav; 3gp; 3g2; asf; avi; mkv; mov; mp4; wavm; webm; wmv

   
   More on Document Signing here.
   
   
9. Next, depending on your field type, you may need to make additional decisions.
   
   For example, if you choose File Attachment, you'll need to select the total number of files that may be attached (up-to 10) and how many of those files are required.
   
   
10. Let the system know if the field should be required.
    
11. Choose the Column Width. Fields can take up one column or both.
    
    
12. Choose the panel you’d like to add the field to. (Only custom panels and the Name & Contact Details panel will be available.)
    
    
13. (Optional) Choose the sub-panel you’d like to add the field to.
    
    
14. Next, decide what types of access you would like your Reporters to have:
    
15. Now decide how this field should be treated upon enrollment and when revisiting individual reporter profiles: 
    
16. Next, if you have turned on "Allow reporters to edit this field on their profile page..." decide if you would like add Reminder Alerts to Reporters.
    To turn on E-mail Alerts and/or Text Message Alert, click Use. Then, set the first reminder date and final reminder date. If no final date is selected reminders will be sent until the field has data.
    Checkout this article for more information on updating the custom message sent when Reminder Alerts to Reporters is used.
    
    
17. Decide which staff members should have access to the data in this field. Choose either: 
    • Grant access to all staff whose roles give them access to reporter profiles, or
    • Limit access to staff with selected staff roles.
      
      
18. Click Create.

Remember you can move newly created fields to any custom panel (or to the Name & Contact Details panel just by clicking and dragging.

Managing Custom Fields

To manage and edit fields, use this link:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Manage Custom Fields.
   
   
5. The table that appears is dynamic and can be organized in the following ways:
   
   

   	Page and Table Properties	Description
   a	View Panels	Toggle between All Active Panels or Panels Targeted by Type 1 Association.
   b	By Field Name	In the header row, click 'Field Name,' and the field will be ordered alphabetically or reverse alphabetically.
   c	By Location	You can view by Active Archived, Active Only, Archived Only, or by Panel.

    
6. The table also allows you to make updates to some of the access and privacy settings:
   
   

   	Table Properties	Description
   d	Quick Access	You can use this checkbox to add this field to your reporter's Quick Access to-do list at the top of their profile.
   e	Mandatory To Do	Use this checkbox to make this field a Mandatory To Do in the reporter's Quick Access to-do list at the top of their profile. This means the reporter must complete this field to access other parts of the application, like timesheets, reports, etc.
   f	Require When Adding an Account	You can use this checkbox to require staff to fill this field when creating a new reporter account.
   g	Optional When Adding an Account	You can use this checkbox to make the field visible, but it is not required when creating a new reporter account.
   h	When editing an account, Allow Data to Be Replaced, But Not Left Empty	Use this checkbox to ensure that data must always be present in a field once data is populated. The field cannot be left empty when edited.
   i	Require When Archiving an Account	This checkbox ensures the field is populated upon archiving the reporter's account.
   j	Turn on or off Using Reminder Alert	Use this checkbox to control reminder alerts sent to reporters.
   k	Customize the Mandatory To Dos Pop-Up	You can use this link to create the custom message reporters see before completing any Mandatory To Dos in their profile.

   
   
7. The table also alerts you to any special settings enabled for the field. 
   
   

   	Icon	Description
   l		Target = The field is targeted to specific reporters using a Type 1 Association.
   m		Magic Wand = The field has review rules assigned.
   n		Alarm Clock = The field has reminder alerts set.

   
   
   
8. You can edit fields from this space by clicking on any field name. 
   
   Remember to click Update if you make any changes here.

Archiving Fields

There may be times you'll need to archive a field that is no longer relevant or useful.

On the left, in your Mission Control, click Reporters, Staff, & Sites.

1. On the right, click Manage reporter accounts.
   
   
2. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
3. Click on the field you would like to archive and a window will open.
   
   
4. Scroll to the bottom of the window. 
   
   
5. To archive a field, click the Archive This Field link.
   
   
6. You’ll need to confirm that you want to archive it by clicking I confirm that I want to archive this field. (If there is data for any reporter associated with this field, you must confirm you understand this and want to archive it.)
   
   
7. Click the Archive This Field link.
   
   
8. Then, click the Archive This Field button.
   
   

Un-archiving Fields

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the right, click Manage Custom Fields.
   
   
5. Use the Location drop-down and select **Archived Only**.
   
6. Click on the field you want to un-archive and a window will open.
   
   
7. Scroll to the bottom of the window. 
   
   
8. To archive a field, click the Un-archive This Field link.
   
   
9. You’ll need to confirm that you want to un-archive it before clicking I confirm that I want to un-archive this field.
   
   
10. Then, click the Un-Archive This Field button.
    

Deleting Fields

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. Click on the field you want to delete, and a window will open.
   
   
5. Scroll to the bottom of the window. 
   
   
6. To archive a field, click the Delete This Field link.
   
   
7. You’ll need to confirm that you want to delete it by clicking I confirm that I want to delete this field. (If there is data for any reporter associated with this field, you must confirm you understand this and want to delete the data.)
   
   WARNING: Deleting data is PERMANENT. It cannot be restored. 
   
   
8. Click the Delete This Field link.
   
   
9. Then, click the Delete This Field button.
   

Quick Access and Mandatory To Dos

You have total control over which fields appear in your reporters' Quick Access and Mandatory To Lists at the top of their profiles. You can even target which fields appear in a Reporter's profile by Type 1 Association (see Step 5).

When creating a new field you control these settings here:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Create a Field.
   
   
5. In the Reporter Profile Page Access section, choose how your Reporters will interact with the field.
   
    
   1. Allows reporters to see the field.
      
      
   2. Permits reporters to edit the field.
      
      
   3. Locks the field once data is inputted.
      
      
   4. Adds the field to your reporters' Quick Access To Do list.
      
      
   5. Allows you to assign the field to the Quick Access To Do list for all reporters or to target the Quick Access To Do list to reporters by Type 1 Association.
      
      
   6. Makes completion of the field mandatory before the reporter can perform any additional function in the Impact Suite. 
6. Next, in the Reporter Enrollment & Editing Options, decide when to require the field. 
   
   
7. Lastly, decide which staff will have access to the data in the field, either all staff (whose roles give them permission) or limit staff by role. 
   
   
8. Click Create when creating a new field or Update when changing a field.

Managing Custom Fields: Quick Access and Mandatory To Dos

There may be fields that you would like to add to Quick Access (a list of items Reporters should complete in a timely fashion) or Mandatory To Dos (a list of fields Reporters MUST complete before doing anything else in America Learns).

1. On the left, in your Mission Control, click Reporters, Staff, & Your Account.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Manage a Field.
   
5. The Field Manager page will open.
   
   
   
6. Put any field in your reporter's Quick Access To Do list by checking the box in this column.
   
   
7. Make any field mandatory to complete by checking the box in this column.
   
   *Note: Fields must be in the Quick Access To Do list for them to be eligible for the Mandatory To Dos.
   
   
8. If a field is targeted by Type 1 Associations, you'll see a target icon.
   
   (You can adjust who the field is targeted to by clicking on the field name. A window will open. Scroll to the Reporter Profile Page Access section; make any adjustments, and click Update.)
   
   
9. Add instructions for your Mandatory To Dos for your reporters by clicking this link.
10. If the field has review rules assigned, you'll see a magic wand.

Making Custom Fields Mandatory When Enrolling Reporters (Individual Fields)

There may be custom fields that you would like to make required upon enrollment of your Reporters.

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. Click on the name of the field you'd like to update.
   
   
5. A window will open:
   
   
   
6. Decide on whether to make the field required or visible (but not required) upon enrollment.
   
   
7. Click the Update button to save your changes.

Making Custom Fields Mandatory When Enrolling Reporters (Quick Changes 1+ Fields)

To manage and edit custom field enrollment settings in bulk, follow these steps:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Manage Custom Fields.
   
   
5. In this table, use these checkboxes to make fields required or optional when creating new reporter accounts:
   
   
   

Turn On Review: I want reporters to review and update custom fields.

Learn more about Field Review in this article. This article covers why you might want to use this field and the staff permissions needed to enable and use this feature. 

Let's imagine you want your reporters to review a field when moving from one program year to another. The first step will be to create a Type 1 Association called Program Year. (Check out this resource for creating Type 1 Associations.)

Once you have created your Type 1 Association and have permission to Create & Manage Fields, you can turn on review for any field in the reporter profile. 

Let's review how to turn on reporter review for Custom Fields: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the far right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. You can a) create a new field by using the link on the right, or b) edit a custom field by finding it and clicking the field name link. 
   
5. A window will open. 
   
   
6. To turn on review for REPORTERS:
    
   
   1. Scroll to the Reporter Profile Page Access section.
      
      
   2. Check the box next to this permission > "Require this field to be reviewed by reporters when a reporter is assigned to a Type 1 Association item."
      
      
   3. Select the Type 1 Association and Item you'd like to use to trigger the review. (In this example, we'll Use Program Year > 2025-26.)
7. Click Update to save your changes. 

What will happen when you turn on review for Reporters? 

When the reporter is added to the Type 1 Association Item: 2025-26 (under Program Year) in their profile, they'll be prompted to review the field. The field automatically becomes a Mandatory To Do, so the next time they log in to your Impact Suite, they will see this: 

Likewise, when staff with access to reporter profiles access them, they'll see a new section at the top of the profile:

Turn On Review: I want staff to review and update custom fields.

Learn more about Field Review in this article. This article covers why you might want to use this field and the staff permissions needed to enable and use this feature. 

Let's imagine you want staff members to review a field when their reporters move from one program year to another. The first step will be to create a Type 1 Association called Program Year. (Check out this resource for creating Type 1 Associations.)

Once you have: 

1. Created your Type 1 Association.
   
   
2. You have permission to Create & Manage Fields, and you can turn on review for any field in the reporter profile. 
   
   
3. You have given relevant staff members/supervisors permission to Edit, Archive, & Delete Reporter Accounts.
   
   YOU ARE READY TO GO.

Let's review how to turn on staff review for Custom Fields: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the far right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. You can a) create a new field by using the link on the right, or b) edit a custom field by finding it and clicking the field name link. 
   
5. A window will open. 
   
   
6. To turn on review for STAFF:
   
   1. Scroll to the Reporter Editing & Archiving Options section.
      
      
   2. Check the box next to this permission > "Require submanagers to review or complete the field when a reporter is assigned to a Type 1 Association."
      
      
   3. Select the Type 1 Association and Item you'd like to use to trigger the review. (In this example, we'll Use Program Year > 2025-26.)
   4. Select the staff (by Staff Role) responsible for reviewing this field. 
      
      Important Note: Only Staff Roles with permission to "Edit, Archive, & Delete Reporter Accounts" are available in this list, as they are the only folks in your Impact Suite with permission to make changes in a reporter's profile.
      
      
7. Click Update to save your changes. 

What will happen after you turn on review by Staff? 

The relevant staff will be prompted to review the field when the reporter is added to the Type 1 Association Item: 2025-26 (under Program Year) in their profile. Here's how staff will be prompted: 

• All selected staff will have access to a new page on their Action Center: Update Reporter Profiles listing all reporters with fields that need to be reviewed:
  
  
• In relevant reporter profiles, a new section called Admin To Do's will appear:
  
  
• If you have enabled the permission: 'Receive an e-mail at the end of each day listing reporters whose profiles require staff updates or review,' relevant staff members will receive a daily email listing all reporters who need to review this field.