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Firm Fields Tab - Manage Data Fields

You can create custom fields for use in your instance of Lucernex. These fields are created and managed from the Firm Fields tab of the Manage Data Fields section of the System Administrator Dashboard. If you are a System Administrator, you can import field definitions.

Note:

We recommend you speak with your Professional Services or Support contact prior to creating a new field to ensure you are not duplicating functionality that already exists in Lucernex.

To navigate to the Firm Fields page:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Data Fields link in the Company Administration column.

    The Firm Fields page opens.

  3. Follow a procedure below.

ClosedAdd Field

To add a field:

  1. Find the group to which you want to add a field.

    Click A small, white, square button with a plus symbol in its center. and A small white square button with a minus symbol in its center. buttons to expand and collapse the groups on the Firm Fields page.

  2. Click Add Field in the right-most column of the group.

    The Add Field window opens.

  3. Enter the field label that will be displayed on the page in Label (Displayed on the UI).

    To learn our best practice recommendations for field labels, see our Naming Conventions in Lucernex walkthrough.

    Note:

    The Required? flag defaults to No and is read-only. To make a field required, modify the field from the Manage Page Layouts section of the System Administrator Dashboard or the Manage Forms page.

  4. If you want this field to be read only, select the Yes option for the Read Only? setting.

    Note:

    The Data Group is already pre-populated with the name of the data group to which you chose to add a field. If you would like to change the data group, select the appropriate data group from the Data Group field.

  5. Enter the field name in Field Name (NOT displayed on the UI).

    This field name is used to identify the field in the database. To learn our best practice recommendations for database field names, see our Naming Conventions in Lucernex walkthrough.

    Important!

    The Field Name must not contain spaces.

  6. If you want a default value to appear in the field, enter the default value in Default Value.

  7. Select the database table that the field should be associated with from Table Association.

    Important!

    Our best practice recommendation is to select the highest table level possible. For example, if you were creating a data field related to a brand, you would want to select the General Entity Info table rather than the Project table, because you may have other entity types in the future where you may want to use the field.

    Choosing a high table level also simplifies reporting, and reduces the chance that you will run into cross-table reporting issues. A good question to ask yourself when selecting your table association is: what is the easiest way to manage the flow of my data once I create this field?

  8. Choose between three options:

    • To create a field:

      1. Select Choose Form Field Type.

      2. Select the appropriate field type from Global Form Field Type.

        Note:

        There are many field types available for selection from Global Form Field Type in the Add Field window. Most of these field types are internal, and you will most likely not use them when creating data fields. However, there are several field types that you may find useful that we have called out on our Form Field Types / Data Field Types page.

    • To create a drop-down field:

      1. Select Choose Drop Down Type.

      2. Select the field type from Drop Down Types.

        See our Drop Down Menu Types and Drop Down Menus article for a list of the available field types.

        Note:

        If you would like to use a custom field created using the Client Drop-Downs tool, select Custom Drop Downs from the field. Then, select the field you would like to use from the Drop Downs field.

      3. Select the specific field you want to use from Drop Downs.

        See our Drop Down Menu Types and Drop Down Menus article for a list of the available fields.

        If you would like users to be able to multi-select from this field:

        1. Finish creating the field.

          The window closes.

        2. Click Edit.

          This link appears in the right-most column of the field line.

          A window opens.

        3. Select the Yes option for the Multi Value? setting.

        4. Click Update.

          The window closes. Your changes are saved.

    • To create a custom list field:

      1. Select Choose Custom List Type.

      2. Select the custom list from Custom Lists.

        To create a custom list, see the Manage Custom Lists page.

  9. Enter a Data Dictionary definition for the field in Definition, then do one of the following:

    • Select the Functional Field? check box if this field will be used to trigger behavior elsewhere in the system.

      For example, select this check box if the field is to be used in an integration, or in a math field.

    • Leave the check box clear if the field is only to be used to store information.

  10. Click Add.

    The window closes. The field appears on the Firm Fields page in the group you selected in Step 2.

ClosedEdit Field

To edit a field:

  1. Find the field you want to edit.

  2. Click Edit.

    This link is in the right-most column of the field line.

    A window opens.

  3. Make your changes.

  4. Click Update.

    The window closes. Your changes are saved.

ClosedDelete Field

To delete a field:

  1. Find the field you want to delete.

  2. Click Delete.

    This link is in the right-most column of the field line.

    A dialog opens, asking you to confirm your choice.

  3. Click Yes.

    The dialog box closes, and the page refreshes. The field is deleted.

ClosedAdd Group

You can create custom groups for your fields. Use this function if you want to group certain types of custom fields together, or if you have a custom field that belongs in several categories.

Note:

You can only add fields to a sub-group, not a parent group.

To add a group:

  1. Scroll to the bottom of the page.

  2. Click Add Group in the lower-right corner of the Firm Fields table.

    A pop-up window opens.

  3. Enter the group name in Group Name.

  4. Select the parent folder where you want this group to be stored from ParentReportGroup.

  5. Enter a description of the group in Description.

  6. Select either the Yes or No option for the following settings:

    • Valid for Portfolio / Capital Program?: Make fields in this group valid for portfolios and capital programs.

    • Valid for Entity?: Make fields in this group valid for entities.

    • Valid for Issue?: Make fields in this group valid for forms.

  7. Click Add.

    The window closes, and the page refreshes. The new group appears as a sub-folder in the parent folder you specified in Step 5.

ClosedEdit Group

Note:

You can only edit user-created groups.

To edit a group:

  1. Find the group you want to edit.

    Click A small, white, square button with a plus symbol in its center. and A small white square button with a minus symbol in its center. buttons to expand and collapse the groups on the Firm Fields page.

  2. Click Edit.

    This link appears in the right-most column of the group.

    A pop-up window opens.

  3. Make your changes.

  4. Click Update.

    The window closes. Your changes are saved.

ClosedDelete Group

Note:

You can only delete user-created groups.

To delete a group:

  1. Find the group you want to delete.

    Click A small, white, square button with a plus symbol in its center. and A small white square button with a minus symbol in its center. buttons to expand and collapse the groups on the Firm Fields page.

  2. Click Delete.

    This link is in the right-most column of the group.

    A dialog opens, asking you to confirm your choice.

  3. Click Yes.

    The dialog box closes, and the page refreshes. The group is deleted.

ClosedExport Data Fields

You can export your custom data fields to modify them or import them into another environment.

Important!

Please consult with your Professional Services representative prior to making changes to your field labels or custom data fields.

To export data fields from the Firm Fields page:

  1. Scroll to the bottom of the page.

  2. Click Export Data Fields in the lower-left corner of the page.

    The system generates an Excel file.

  3. Save the file to your computer.

ClosedImport Data Fields

Important!

Please consult with your Professional Services representative prior to making changes to your field labels or custom data fields.

To import data fields using the import functionality on the Firm Fields page:

  1. Scroll to the bottom of the page.

  2. Click Import Data Fields in the lower-left corner of the page.

    A pop-up window opens.

  3. Click Browse.

  4. Use your system file explorer to locate your updated data fields file.

  5. Select the file.

  6. Click Upload in the pop-up window.

    A progress bar opens. Once the upload is complete, the system returns a summary of the upload.

  7. Click Close.

    The window closes.

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