Custom Fields are highly customizable data entry fields used by a district to capture or convey information not covered by Incident IQ's default entry fields, enhancing data gathering and display in tickets, asset data, and user profiles
Navigation
You can access custom fields by navigating to Administration > Custom Fields in the left-hand nav.
Custom Field Definitions
The process begins by creating a field definition that defines the custom field and the type of data it captures.
To create a new definition:
Click the Field Definitions tab.
Click the + New Custom Field button.
Fill in the following fields:
Name
Field type
The number of instances
Check Contains Sensitive Info to mark the field as sensitive.
Check Required to make the field mandatory.
Click Save. The new definition will appear in the list.
Search and Pagination: Search is available on all tabs by field definition name. The default number of fields per page for pagination is 100, but options range from 10 to 1000.
Creating Field Definition Groups
After creating definitions, you must enable them by deciding where they will apply. Incident IQ supports four types of custom fields:
Tickets: Applied to the ticket submission process to capture data for agents or relay information to requestors.
Assets: Applied to an asset's details page and are editable by users with the appropriate permissions.
Users: Found in the profile section of a user's profile page.
Parts: Applied to any of the parts in the part list.
Locations: Applied to the location details page
Rooms: Applied to the room details page
To enable a Custom Field and create a group:
Select the Tickets, Assets, Users, Parts, Locations, or Rooms tab.
Click + Add Field With New Conditions near the top right corner. A new window appears to select the definition.
The definition appears under the Custom Fields column. You can add multiple definitions to a group that shares the same conditions by clicking Add Field.
To narrow down where the custom field appears, click Add Condition to select a filter category and condition. Click Save Selection. The condition will appear under the Conditions column. Selecting Add Field with New Conditions creates a new field group, allowing you to create sets of custom fields and conditions that can be quickly refined.
If you do not add a condition to the group of custom fields, they will be available on all objects in the category you added to. You can add a condition based on roles to your custom fields.
Customize the Order of Custom Fields
You can drag and drop custom fields within each tab (Tickets, Assets, Users, Parts, Locations, Rooms) to customize the display order for different conditions.
Removing/Editing Definition Groups
You can edit or remove a custom field in a field group from any of the tabs by clicking the corresponding buttons on the right side.
This will only remove the custom field from its selected location.
To edit a condition, click it to open the filter window and make changes. To remove a condition, hover over the top-right corner and click the X.
All stored data from custom fields is retained even when the custom field is removed. Removing a custom field will only affect users' ability to enter or view data related to these features.
Editing/Deleting Field Definitions
You can edit or delete a custom field definition by selecting the Edit button.
All data previously captured and stored from custom fields is retained even if the field definition is deleted, and this hidden data can be recovered for future use.
Field Type Glossary
The following section covers the various field types available in Incident IQ:
Field Type | Description | Additional Info |
Address | A set of text boxes for entering street address, city, state, and zip code. |
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Asset Funding Source | A drop-down menu for selecting from funding sources stored in Incident IQ. |
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Asset Status | A drop-down menu for selecting from asset statuses in Incident IQ. |
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Date | A field for selecting a single date. |
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Date Range | A set of fields for entering start and end dates. |
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DateTime | A field for selecting a date and time. |
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Details Section | A multi-line text box for entering long strings of additional ticket details. |
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File Upload | A dropbox that allows users to add files. |
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Image Upload | A field for the user to upload an image. |
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Information | A custom message box that can contain both a pre-made message and an image. |
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iiQ Asset | A drop-down menu for selecting any asset currently stored in Incident IQ. |
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iiQ Change Request | A drop-down menu for selecting any change request currently entered into Incident IQ. | Requires Change Management module. |
iiQ Location | A drop-down menu for selecting any location currently stored in Incident IQ. |
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iiQ Model | A drop-down menu for selecting from any model currently activated in Incident IQ. |
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iiQ Part (Asset Only) | Creates the Parts Summary table for entering part numbers, suppliers, quantities, prices per unit, PO numbers, and notes. |
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iiQ Ticket | A drop-down menu for selecting any ticket currently entered into Incident IQ. |
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iiQ User | A drop-down menu for selecting any user currently in Incident IQ. |
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Mark as Containing Protected Student Information (Ticket Only) | Used to ensure designated ticket types always flag as having sensitive student information upon completion. |
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Multiline Text | A comment box for entering long strings of text. |
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MultiSelect | A field that allows users to choose multiple items from a pre-made list of selections. |
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Number | A single-line text box that allows users to enter only numerical values. |
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Number Range | A set of fields that allows users to enter only a number range. |
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On/Off | A field that allows a user to select either yes or no. | Use "true false" to map to "yes no" from a CSV. |
Phone | A single-line text box for entering phone numbers. |
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Resolution Action (Ticket Only) | A field that allows users to search for a resolution action. |
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Resource Request | A field that allows users to request a specific resource. | Only available if the district has the Resources license. |
Rich Text | A text box capable of supporting custom fonts and links. |
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Screen Recording | Set up video recording fields for requestors to use on ticket submissions. |
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Select | A field that allows users to choose a single item from a pre-made drop-down menu of selections. |
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Schedule Selector | A series of fields capable of allowing users to capture up to four separate data points. |
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Ticket Comment (Ticket Only) | A field that allows users to add a comment to a ticket. |
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Ticket Labor (Ticket Only) | A field that records the agent, date, notes, and efforts for the ticket labor. |
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Timestamp | A field for users to select a date and time. | Also referred to as DateTime in the given text. |
Confirmation Message | A custom confirmation message. |
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IPAddress (Ticket Only) | A field that automatically captures the IP address information of the ticket submitter. | Users will not see this field when submitting a ticket. |