Custom fields and managed lists

Before you start

• A role that lets you manage the area you want to change: finance for invoice allocation and vendors, devices for devices, users for access requests. In the built-in set, members of the “Finance” group can manage finance and members of the “IT” group can manage devices; only administrators can manage users. Without it the tile is shown but “Manage” is greyed out.
• To edit the lists you need to be able to manage users, recruitment or personas.

Add a custom field

1. 1

   Step 1: Open Data Governance

   Go to AdministrationData Governance. The top of the page counts your record types, managed lists, custom fields and curated values.

2. 2

   Step 2: Pick the record type

   Under “Custom fields” there is one tile per record type: “Invoice allocation”, “Vendors”, “Devices” and “Access requests”. Each shows how many fields it has. Click “Manage” on the one you want.

3. 3

   Step 3: Define the field

   Click “Add a field”, type a “Field name” and choose a “Type”: “Text”, “Dropdown”, “Number” or “Date”. For a dropdown, enter the choices in “Options (comma-separated)”. Click “Save fields”.

   The field then appears on that record’s own dialog, next to the built-in fields: the Allocate dialog for invoices, Edit Vendor, the device Assign dialog, or Request Access.

Manage a list

1. 4

   Step 4: Add or retire a value

   Under “Managed lists” there are four lists: “Job titles”, “Locations”, “Compensation bands” and “Candidate sources”. These feed the pickers elsewhere in the app, for example a user’s title, a job posting’s location or an offer’s level.

   Type a value in the box on the list’s card and click “Add”. To retire a value you added, click the cross on its chip.

What you should see

If something goes wrong

The Manage button is greyed out, or the tile says "no access"

Your role does not manage that area. Ask an administrator for the matching role, or ask someone who has it to add the field.

A field or a dropdown choice I added is missing after saving

A device or access-request record type holds at most 20 fields, a dropdown at most 50 choices, and a second field with the same name is ignored. Remove one you no longer need, or rename the duplicate, and save again.

A list card says "No access."

Reading that list needs a role you do not hold. Ask an administrator.

A value has no cross to remove it

It is built in or in use on a record, so it is kept. Only values you curated here can be retired.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

• Add users
• Handle access requests
• Roles, groups and permissions