Manage Custom Fields
Create and manage custom data questions for PEARS modules.
Manage Custom Fields allows organization administrators to create custom data questions and assign them to modules. Custom fields extend the data collection capabilities of PEARS by adding organization-specific questions to module forms.
Permission required: Organization administrator.
Getting Started
To access Manage Custom Fields, click the cog icon in the top navigation bar and select Custom Fields. The interface displays a list of existing custom data questions with options to create, edit, reorder, and assign them to modules.
How It Works
Custom fields are questions that can be attached to one or more modules in PEARS. When a custom field is assigned to a module, it appears in the Custom Data section of that module's form for users to complete. Supported modules include Action Plans, Community Relationships (CRM), Direct Contacts, Program Activities, PSE Site Activities, Social Marketing Campaigns, Indirect Activities, Partnerships, Coalitions, Success Stories, Quarterly Efforts, and Action Plan Reports.
Creating a Custom Field
Enter a Label
In the Field Settings section, enter a label (field title) for the custom field. This is the text users will see on the form.
Optionally enter Help Text to provide instructions below the field. The Live Preview panel updates in real time as you configure the field.
Select a Type
Select the type of response the question accepts:
Multiple Choice — Staff select from predetermined options (displayed as dropdowns, radio buttons, checkboxes, or multi-select depending on the display style).
Numeric — Accepts numbers only (letters and symbols are rejected).
Open Text — Accepts letters, numbers, and symbols for free-form responses.
Configure Response Options (if applicable)
For Multiple Choice fields, add the response options that users can select. You can add, remove, and reorder options. You can also enable an "Other" option that allows users to enter a custom response.
Assign to Modules
In the Display Rules section, select one or more modules to attach the question to. The question will appear in the Custom Data section of each selected module.
Optionally restrict the question to specific Program Areas. If configured, the question will only appear for records with matching program areas.
Configure Export Settings
Provide a custom Export Label and Description for the field. The label appears as the column header in Excel exports, and both the label and description are included in the export Codebook.
Save
Click Save to create the custom field. It will immediately become available in the assigned modules.
Managing Custom Fields
Reorder fields — Use the three-line drag handles to rearrange field order within modules.
Required/Optional — Toggle fields between required and optional status.
Remove from module — Click the remove button to remove a field from a module. Existing data is preserved.
NOTE: Some field settings become locked after a field is assigned to a module, including the Label, Type, existing Response Options, and existing Program Areas. To unlock these settings, remove the field from all modules before any data has been entered.
Editing a Custom Field
Click on an existing custom field to open the edit form. You can update the help text, response options, module assignments, and other settings.
NOTE: Changing the question type or removing response options may affect existing data. If a question has responses attached, some modifications may be restricted.
Deleting a Custom Field
Click the Delete button to remove a custom field. This will remove the question from all assigned modules.
Last updated