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Administrator Guide
Last Updated: 2023-06-23
Create Custom Fields in Settings in Workday VNDLY

Create Custom Fields in Settings in Workday VNDLY

Custom fields enable you to add a field to a form that you want to collect information from. You can configure:
  • The field type.
  • A source for the available options.
  • Default values.
  • Client and vendor permissions.
Adding a default value to your custom field ensures you can:
  • Confirm that a value is accurate, instead of inputting the same response in multiple forms.
  • Reduce the likelihood that an incorrect response is added.
  • Select a different response, if needed.
  1. From the header, select
    More
    Company Settings
    .
  2. From the
    Foundational Data
     section, click
    Custom Fields
    .
  3. Click
    Create a Custom Field
    .
  4. Complete the
    Type of Field
     section:
    Option Description
    Type of Field
    Select the type of field that you want to capture your data:
    • Dropdown (Single-Select)
      : Select 1 from a list of options.
    • Dropdown (Multi-Select)
      : Select 1 or more options from a list of options.
    • Text Input
      : Enter one or more lines of text.
    • Boolean (True/False)
      : Select true or false.
    • Number
      : Enter numbers.
    • Decimal
      : Enter a number with a decimal.
    • Date
      : Select a date using the date picker.
    Source Type
    Identifies the source type to use for your drop-down field. These sources vary according to what is set up in your tenant. Example: Select the
    Charge Code Source Type
     if you want to enter a charge code for this field.
    Source
    The dataset used to populate your drop-down field. If the dataset that you want isn’t available from the
    Source
     drop-down menu, you need to create it. You can create a dataset from
    Custom Data Sources
     or
    Charge Codes
    .
    Choose a default value for this custom field.
    When selected, the
    Default Selection
     field displays.
    Default Selection
    Enables you to select or enter a value that will be the default for the field. This value populates on every form this field displays on.
    Client Permissions
    Select the client permissions that you want to assign to your user roles. By default all client roles will be able to view and edit the field.
    If you select
    Set up custom permissions for specific Client
     roles, you can select the role and permission level you want them to have. If you don't see a role, select
    I don't see the role I need
     and set up the role. Permission levels are either
    Can View
     or
    Can View & Edit
    . If you don’t specify a role and permission, then no one can see or edit the field.
    Vendor Permissions
    By default all vendor roles are able to view and edit the field. If you select:
    • All vendor roles can view this field
      : Vendors can view the field but not edit them.
    • Hide this field from all vendors
      : Vendors can’t view or edit the field.
  5. Select the forms and templates in which you would like to make your custom field available.
  6. (Optional) Click
    Configure Advanced Settings
     for each form that you selected to add additional parameters for the form or template.
    You can indicate whether or not the field should be required. If a custom field is configured to use a default value, it is automatically marked as required and cannot be changed unless the default value is removed. You can specify which business unit the field should apply to if you don’t want it to apply to all business units.
  7. Complete the
    Visibility Conditions
     tab in the
    Advanced Settings
     section:
    Option Description
    Make this field conditionally visible
    Create relationships between custom fields on the same form. These relationships ensure that fields only display on the form when the appropriate conditions are met.
    You can only select a field that is already a field in the form group. Example: if you select the Job Edit form, you'll only be able to select fields in the Job Form, not in groups such as Candidate and Contractor or Work Order.
    And/Or
    The operator that you want to control the appearance of the custom field.
    • And: indicates that all conditions must be met to make the field visible.
    • Or: indicates that only one of the condition statements must be met to make the field visible.
    Add Condition
    You can only add a condition operator that matches the previous condition operator. Example: if your first operator is an Or statement, any additional conditional statements must be Or statements.
    Add Condition Group
    You use condition groups to create more complex conditions. With conditional groups, you can link an And statement with an Or statement.
  8. Click
    Continue
    .
This example illustrates how you can create a condition that would control when a custom field displays.
Say you want the custom field
Performance Details
 on a
Contractor Profile
 to display only if the performance of the contractor is
Needs Improvement
 or
Poor
. To generate a condition for the custom field, click
Add Condition
 and enter the following on the
Visibility Conditions
 tab:
Field
Value
And/Or
Or
Custom Field 1
What was the contractor's overall performance on previous assignments?
Operation
Equals
Value
Needs Improvement
Add Condition
Custom Field 2
What was the contractor's overall performance on previous assignments?
Operation
Equals
Value
Poor