Manage Custom Fields

Organization Administrators can use the Manage Custom Data page to create additional fields for data collection within their organization. This management page allows administrators to add, edit, and delete custom fields, as needed. Once custom fields have been created, they can be added to modules for data entry. Custom fields can also be re-ordered or marked as required. The following article describes how to create and utilize custom fields. To jump to a specific section, click a link from the following list:

Overview

On the Manage Custom Data page, Organization Administrators can design new fields to collect additional data. Custom Fields will only appear for users within the current organization. Data reported in custom fields is also included in exports for the applicable module(s).
Custom data fields can be created for the following modules and exports:
  • Action Plans
  • Community Relationships (CRM)
  • Direct Contacts
  • Program Activities
  • Indirect Activities
  • Partnerships
  • Coalitions
  • PSE Site Activities
  • Social Marketing Campaigns
  • Success Stories
  • Quarterly Efforts
  • Action Plan Reports
Once custom fields have been created, they can be added to modules for data entry. Custom fields added to a module are listed in the Custom Data section within that module. When a new record is created in PEARS, the Custom Data section is listed after the Collaborators section, if applicable. 
Custom Data Example Program Activity

Access the Custom Fields Management Page

  1. From the PEARS homepage, hover the cursor over the gear icon and click Manage Custom Fields:
    Select Manage Custom Fields
  2. The Custom Data Management page displays.
    Custom Data Management Page

Create a Custom Field

Add a custom field to collect additional data within modules. Custom fields can be required or optional.
  1. To add a custom field, click Add Field.
    Click Add Field
  2.  The Add Custom Field window displays.
    Add Custom Field Window
    In the Field Settings section, enter a label for the field. This is the title of the field, prompting staff to enter information.
    Custom Field Label
  3. Next, select a Type and Display Style to determine the format for data collection.
    Type and Display Style
  4. Optionally, add Help Text to include additional guidance below the field.
    Help Text
  5. If the Type selected is Multiple Choice, the Response Options section appears next.
    Response Options Section
    Add text in the fields provided. Optionally add, remove, and re-order response options, as needed.
    Add, Remove, or Re-order Response Options
  6. The next section is Display Rules.
    Custom Data Display Rules
    In the Modules field, specify the modules that should include the custom field. Initially, it is best to leave this field blank (unless the custom field should be available for data entry immediately). Custom Fields can be assigned to modules at a later time.
    Manage Custom Data Modules Field
    If applicable, in the Program Areas field specify the program areas that should include the custom field.
    Manage Custom Data Program Areas Field
  7. The next section is Export Options.
    Export Options Section
    Optionally specify a label and description for the field when it is included in module exports.
    Label and Description Example
    The label and description will be included in the Codebook tab within the export. 
    Label and Description Example in Export
    The label will be the column title in the data tab within the export.
    Custom Field Export Data Tab Example
  8. Click the Save button to save the custom field.
    Save Button Custom Data Fields
    The new field is added to the list on the Custom Data Management page.
    New Custom Field in List

Edit a Custom Field

  1. Hover over the field and click edit.
    Edit Button Custom Field
  2. The field details display.
    Edit Custom Field Purchases Example
  3. Make changes, as needed. If the field has been added to a module, some details can no longer be edited: LabelType, existing Response Options, and existing Program Areas.
    Uneditable Fields
  4. To save changes, scroll down and click Update.
    Custom Fields Update or Cancel Buttons

Delete a Custom Field

  1. Hover over the field and click delete.
    Delete Custom Field
  2. A confirmation message appears. To delete the field, click yes.
    Delete Custom Field Confirmation

Add a Custom Field to a Module

After a custom field has been created, add the field to a module to begin collecting data. Two methods are available for adding a custom field to modules:
Method 1 – Drag and Drop
Click the field title and drag it to the applicable module.

 

Method 2 – Edit the Field
  1. Hover over the field and click edit.
    Custom Field Edit Button
  2. The field details display.
    Edit Custom Field Example
    Scroll down to the Display Rules section.
    Custom Field Module Display Rules
  3. In the Modules field, select all modules that should include the field.
    Manage Custom Data Modules Example
  4. Click the Update button.
    Custom Fields Update or Cancel Buttons
Once the field has been added to a module, additional changes can be made:
  1. Re-order Fields
    When a field is added to a module, the field automatically appears at the bottom of the list. To change the field order, click the three lines to the left of the field name. Then drag and drop the field to a new place in the list.
    Reorder Fields
  2. Mark Required
    When a field is added to a module, the field is automatically listed as an optional field. For fields that should always be completed, hover over the field and click mark required.
    Click Mark Required
    The field is now formatted as a required field. If needed, the field can be reverted to an optional field. Hover over the field and click mark optional.
    Click Mark Optional

Remove a Custom Field from a Module

If a custom field is no longer needed to collect data, the field can be removed from applicable modules. This will preserve existing data while excluding the field from future records. Two methods are available for removing a custom field from modules:
Method 1 – Click the Remove Button
  1. Under the module name, hover over the field and click remove.
    Custom FIeld Remove Button
  2. A confirmation message appears. Click Remove Field to proceed.
    Remove Field Confirmation
Method 2 – Edit the Field
  1. Hover over the field and click edit.
    Custom Field Edit Button
  2. The field details display.
    Edit Custom Field Example
  3. Scroll down to the Display Rules section.
    Custom Data Display Rules with Modules Selected
  4. In the Modules field, click the “x” next to all modules that the field should be removed from. 
    Custom Data Remove Modules
  5. Click the Update button.
    Custom Fields Update or Cancel Buttons

View Custom Field Data

Data collected with custom fields is listed on the record details page, when editing records, and in exports.
  1. Record details
    After selecting a record from the list, the details appear. The Custom Data section appears directly below the Collaborators section.
    Custom Data in Record Detail View
  2. Edit a record
    When editing a record, the Custom Data section appears directly after the Collaborators section.
    Custom Data in Record Edit View
  3. Exports
    In exports, the main data sheet includes data collected with custom fields for the exported records.
    Custom Field Export Example
     The label and description for each custom field is included in the Codebook.
    Custom Field Export Codebook Example