INTRODUCTION
Have you ever felt that it would be useful to create some of your own fields in iinsight or customize some of the existing fields? Well, now this is possible with the introduction of the Custom Fields feature.
This feature will give Administrators the ability to add new fields that are meaningful to their work within the Case List: Client/Case/Case Additional and Contacts Tabs.
In regards to existing fields, there is a method for hiding fields from consultants and graying fields for administrators.
Administrators will be able to insert new custom fields into Case List Tabs: Client/Case/Case Additional and Contact tabs.
There is also the possibility to mark fields as mandatory fields so cases can’t be closed before all mandatory fields have been completed.
There are also new fields plus an exporting feature in the Case List/Contacts tab.
Admin/Manage Fields
A new menu is available in Admin/Manage Fields and this will enable the Administrator to manage the new fields:
In Admin/Manage Fields, the first tab is a drop-down menu so you can select the Case List tab on which new fields can be added as below:
Client Tab (Personal Case or Company Case)
Case Tab
Case Additional Tab
Contacts Tab
The Administrator can then add the new Field name, the Field type, indicate if it should be a mandatory field and add the variable name if desired.
Available field types are: Text/Date/Check box/Drop Drown.
To create a new field, the Administrator will click on the + Field A new window will appear to enter further information regarding the new field that needs to be created.
Under Field name, you can enter the name of the new field (as below):
There will be a box called Enable which will need to be ticked to enable the new field. In the event you decide to disable a field (un-tick the Enabled box), this field will then be greyed out for Administrators and hidden to Consultants.
If any field is a mandatory field (required in order for the case to be closed), we recommend to tick the Required box:
If a custom field has been used in any case it cannot be deleted as per the below error message example:
If you wish for the information entered in this new field to pre-populate into your documents, please create a variable name into ‘Template variable name’ as below:
Please note that at this stage the newly created variable can be entered manually into document templates and is not available in the Contacts Tab.
If you have a Template and wish to add a new variable you have just created manually you can enter the variable at the required place in the Template as per the below example:
%%THISISATEST%%
Kind regards,
Joe Bloggs
You can also enter other values (+Add value) if you have elected to have a drop-down list:
Please note, there is a limit of 25 new fields that can be created per tab (Case Tab/Client Tab/Case Additional Tab/Contacts Tab), therefore the maximum number of fields that can be created is 80.
Custom Fields UI Preview
Existing Fields
Existing fields can be edited (to select the option enable or required) or disabled respectively using the below icons (marked with arrows):
Please see the below screenshot example when the ‘Next of kin’ Field is ‘disabled’ (grayed out for Administrators):
A message will then appear:
If you wish to reposition the order of the field in the tab you can drag the field into the desired order (please refer to the custom fields section for more information)
Custom Fields
All newly created custom fields can be edited, disabled or deleted (if the field is not being used in any case) by using the below icons:
If you wish to reposition the order of the field in the tab you can drag the field into the desired order.
For both ‘existing fields’ and ‘custom-fields’ the Administrator can either choose to use the ‘Discard unsaved layout’ button or the ‘Save current layout’ button for the ordering of the fields: (Please Note: By default, these 2 buttons are disabled and are only enabled if the fields position is changed):
If the Administrator chooses the option to ‘Discard unsaved layout’ a warning message will appear as below:
Hiding/graying existing fields
In the Admin/Manage Fields menu, the Administrator will be able to view the existing fields and select which fields should be hidden for Consultants in Case Tabs (which will in turn be greyed out for Administrators in the Admin/Manage Fields menu).
The below example shows hidden ‘Next of Kin’ Fields:
Unused Fields are fully hidden example
‘Next of Kin Fields’ has been disabled in the Case List/Client Tab:
Contacts Enhancements
Add contact validity
Creating a new Contact in the Contacts Tab now has a created on date as below (this can be edited):
Disabling a Contact in the Contacts Tab now has a disabled on date as below (this can be edited):
Export information from the Contact tab
You can now Export contacts to Excel:
You can use Fields Edit to enable all fields you wish to include as below:
Contacts are exported as below showing status etc:
Information linked to the contact’s phone, mobile, email, address, etc populates in the table below:
Disable a contact at the case level
When you wish to disable a contact for just 1 Case, after selecting the Disable button on the Contacts tab - you will see a message advising of any Invoices that are currently billed to this contact and also providing you with the option to transfer these Invoices to a different contact:
When the contact is disabled it is only disabled in this 1 case and remains enabled on all other cases and in the Companies Menu/Contacts Tab:
There is a new filter available in the Contacts tab
There is a new filter available in the Contacts tab: All contacts/Active contacts only/Disabled contacts only (as below):
When the appropriate filter is selected it displays as desired:
All Contacts:
Active Contacts only:
Disabled Contacts Only:
Contractor Payments Column added to Timesheets
We have added the Contractor Payments column (that is currently available in the Case List/Costs tab) to Timesheets to make it easier for Contractors to be able to check their payments to see if anything has not been processed.
If you go to Timesheets and Fields Edit please enable the ‘Contractor Payments’ field as below:
The Contractor Payments Column will then be added to the Timesheets:
You can Export the Timesheets to Excel including information from the Contractor Payments Column if desired:
