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Custom Fields

You can create Custom Fields to add more information to user's profiles.

Updated over a week ago

Custom Fields are a great way to add custom user-specific information into Motivosity. When you add a field you will be able to customize how that information is seen, edited, and if it should be a way to filter or group data.

Creating Custom Fields

In order to create a custom field, click on 'Setup' > 'Custom Fields'

You can add up to 5 custom fields. The sky is the limit here. What information do you want to know about your org chart, viewing reports, etc.

Some common examples we see include:

  • Sub-Department (Total Rewards, Talent Acquisition, Employee Experience, etc.)

  • Office Location (Eagleton, City Hall, Fire House 3, etc.)

  • Job Code

  • Accounting Unit

  • Acquired company

Configuring Your Custom Field

Once you begin to type in the name for your custom field, you will be able to configure each custom field for how you want to use it. The options are 'Visible to All', 'User Editable', 'Use as a filter', and 'Use to group data'. The example below shows two custom fields, one that is visible to everyone and editable by each user, and one that is editable by each user, but is not visible to anyone else in the application.

Visible to All

When enabled, users will be able to see this field in the app when looking at certain dashboards, reports, search tools and viewing user profiles. If disabled this field will only be shown to admins.

User Editable

Similar to your user editable title and department field, setting this to 'yes' will allow users to change it themselves from their profile page while 'no' will require an administrator to change it.

Use as a filter

Enabling this setting will give you the ability to filter reports and dashboards based on this field. Most that already support department and manager filtering will support custom field filters as well.

Use to group data

Certain reports and dashboards allow you to group the results. Sometimes you may want to group by country, or department. Enabling this will also allow you to group by your custom field. For example, you could view all appreciation activity in the system grouped by a custom office location field.

Using Custom Fields in Reports

Once defined, you will see options for custom fields appear in various dashboards and reports under the filter icon. In the example below, you can see the publicly visible field 'Office Location' available for both filtering and grouping.

Populating Custom Data

You can populate custom data either with the file upload, the SFTP sync, or the API sync process. To see an example of how your field names appear, on the org chart screen, click 'Download Current Template'. You'll see your new custom fields in that export.

Viewing Custom Data

There are different ways that you will be able to view the data from your Custom Fields. Assuming you set the data for the custom fields to be "Visible to all" you can see this data on user's profiles or through doing a search. There are other places you will be able to see and use your data.

  • On Profiles

You can see the custom data when looking at a user's profile. The privacy options in the definition apply to all users. Admins will be able to see custom data regardless. In the example below, we can see the two custom fields in the 'Other Information' on a user's profile.

  • In Searches

When you click the search icon in the main navigation, you can search for custom data values. In this example, typing 'Eagleton' lists everyone whose custom value for 'Office Location' is 'Eagleton'.

  • In Reports

In the reports and dashboard, you will see the custom field information displayed based on the visibility settings in Setup.

  • During Setup

You can also use custom field information throughout Setup as well.

For example, in the giving rules, you can create a rule that will give everybody from Eagleton a different monthly allocation. Remember that we created two custom fields, 'Office Location' and 'T Shirt Size'. These will be referred to as 'CustomField1' and 'CustomField2' in expression editors. The rule below will apply to everyone whose 'Office Location' is 'Eagleton'.


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