Data Customization – RBox

The User-Defined Fields feature allows you to define additional fields in a module, over and above the fields which are provided by default. These may be used to store or track custom information for a particular module.

User-Defined Fields enable “out-of-the-box” customization of RBox, flexibility to track additional information as per each customer’s requirements and optimum utilization of data in RBox.

User-defined fields can be defined in multiple modules in RBox such as Candidates, Jobs, Clients etc. Once defined, can be positioned anywhere in the detail screen of the module or in list views in a sortable/filterable way using the Screen and List View Designers.

So, for example, User Defined Fields can be used to track additional details of candidates e.g. Notice Period, Relevant Experience, Ratings etc. You can also apply advanced searches on User Defined Fields and embed them in email templates, candidate trackers and Face Sheets.

Creating

User-defined fields can be created by users having “Administrator” rights.
Once created, user-defined fields are visible to all users in RBox
Only the users with administrative rights can modify or delete any existing user-defined field.

Types of User-Defined Fields

RBox allows defining user-defined fields as free text box fields, or as drop-downs with pre-defined values.
You can store different types of data in user-defined fields such as numbers, dates, text, long text (memo) etc.

You can also control the display of user-defined fields in specific states of an item such as active, closed states as well as visibility in preview pane of modules.

Common Tasks

Add User Defined Fields for Candidates & other objects
Add a drop-down style User Defined Field
View all User Defined Fields
Modify a User Defined Field
Delete a User Defined Field

1. Add User Defined Fields for Candidates & other objects

You can create User Defined Fields to store additional details of candidates in the database. Follow these steps via a user login having administrative privileges to do this:

- In the 'Object Type' field select 'Candidate'.
- In 'Name' enter the short name for this field - this will be used internally within the system.
- In 'Label' enter the display name for the field - this is what will be displayed in the candidate detail page.
- In 'Value Type' select the type of data to be stored in the field. For e.g. text, number, date etc.
- In the 'Size' field enter the size of the data that can be stored in the field. This is applicably only for 'Text' data type fields.
- Tick 'Fixed Set Member' if you want this to be a drop-down list field with predefined values for selection.
- Tick 'Display in Preview Pane' if you want this field to be displayed in the preview (bottom) pane of the module where it is defined.
- Click 'Save' to create the field.

2. Add a drop-down style User Defined Field

You can create User Defined Fields having pre-defined values in a drop-list format. Follow these steps via a user login having administrative privileges to do this:

- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'Data Customization' and click on the 'User Defined Fields' data view.
- From the File menu select the 'New' option. The 'New User Defined Field' dialog will come up.
- In the 'Object Type' field select 'Candidate'.
- In 'Name' enter the short name for this field - this will be used internally within the system.
- In 'Label' enter the display name for the field - this is what will be displayed in the candidate detail page.
- In 'Value Type' select the type of data to be stored in the field. For e.g. text, number, date etc.
- In the 'Size' field enter the size of the data that can be stored in the field. This is applicably only for 'Text' data type fields.
- Tick 'Fixed Set Member' to make this a drop-down list field with predefined values for selection.
- Tick 'Display in Preview Pane' if you want this field to be displayed in the preview (bottom) pane of the module where it is defined.
- Click 'Save' to create the field.

To define the value for the drop-list:
- In the 'User Defined Fields' data view, click on the number under the column 'No. of Fixed Set Members'. The 'Field Member' screen will be displayed.
- In the 'Display String' type the label that should be displayed for the value.
- In the 'Value' field, type the actual value to be stored when the element is selected.
- Click the 'Add' button. The drop-down element will be added.
- Repeat the above steps for adding each element for the drop-down.
- Once you're done adding all elements, click the 'Close' button.

3. View all User Defined Fields

Follow these steps via a user login having administrative privileges to do this:

4. Modify a User Defined Field

You can create User Defined Fields to store additional details of candidates in the database. Follow these steps via a user login having administrative privileges to do this:

- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'Data Customization' and click on the 'User Defined Fields' data view.
- This will list all existing User Defined Fields in the right-hand pane - click on the name of the User Defined Field to modify. Its details will be displayed.
- Makes the desired changes and click 'Save'.

5. Delete a User Defined Field

Follow these steps via a user login having administrative privileges to do this:

- Point to the Tools menu and select 'System Configuration'.
- In the System Configuration Navigator, expand 'Data Customization' and click on the 'User Defined Fields' data view.
- This will list all existing User Defined Fields in the right-hand pane.
- Tick next to the field to delete, point to the 'Edit' menu and select 'Delete'.