Click Options and Custom fields to adjust portatour® even better to your individual business processes.
You can create custom fields for customers, appointments, tasks, and reports. To do so, select the respective option in the menu to go to the desired input mask:
Use the pen icon to edit existing fields.
Use the Arrow up/down buttons to change the order of the fields. This is also possible beyond groups.
Use the recycle bin symbol to delete fields or groups. Please note that all the data of deleted fields will also be deleted once you have saved.
Create custom fields
For more clarity, divide the custom fields into several groups; for example one group for general contact data, another group for contact persons, and yet another one for key figures.
To create a group, click New group. Enter a group name and click on the checkmark on the right to confirm the group name.
Click New field to create a new field in the desired group.
Field name
Enter a short and meaningful field name.
Data type
Go to Data type to select which form of data are permitted in the entry field:
- Text: Single-line input field for free text. Maximum of 1,000 characters.
- Multi-line text: Multi-line input field for free text. Maximum of 1,000 characters.
- Integer: Numbers without decimals.
- Number: Number with decimals (e.g. for money amounts).
- Date: Date input, e.g. 03.04.2020.
- Time: Time input, e.g. 08:25.
- Date & Time: Date input including time, e.g. 03.04.2015 08:25.
- Yes/No: Yes/No selection box.
- Phone number: Single-line input field for telephone number. When displayed, you can click the phone number to start the dialing process on your device (e.g. smartphone).
- Email: Single-line input field for email address. A syntax check is carried out during input. When displayed, click the address to start the email editor on your device.
- Link: Single-line input field for internet address (URL). When displayed, click the link to start the internet browser on your device. See Link.
- Selection: Multi-line selection field where one element can be selected. See Selection and multi-selection.
- Multi selection: Multi-line selection field where several elements can be selected. See Selection and multi-selection.
- External file: Upload of one file. See External files.
- External files : Upload multiple files. See External files.
Mode
In the selection box Mode you define if the field can be edited.
- Hide: The field is not displayed in the screen. However, the data contained therein is still present and available via export. This can be useful if you want to display a field only temporarily without deleting it.
- Read only: The field is only displayed and cannot be edited in the screen mask. The field can only be filled/edited/deleted via an import (see Start customer import).
- Writable: The field is displayed and can either be edited via the screen mask or an import.
- Writable, create form: The field is displayed in the creation form for customers (or appointments, reports). This is recommended for important fields that need to be filled in immediately.
- Writable, create form, mandatory: The field is a mandatory field in the creation form, i.e. the new customer (or appointment, report) cannot be saved without filling in this field. You can recognize mandatory fields by the red bar on the left.
Show in customer name
Custom fields for customers can be displayed with the customer name in brackets by setting the option Show in customer name to Yes. This display possibility applies, amongst others, to the customer lists (incl. search possibility), the schedule and the portatour® report. Use this possibility for important fields that you want to see everywhere, e.g. customer number or ABC rating. Display example: 'Example company (21300, A)'.
Description
The Description is optional. This text is displayed when you click on the underlined field name. It is also shown in the import assistant (see field mapping) when you click the (i) symbol next to the field name.
Save your input by clicking the checkmark button next to the field name.
Discard your input by clicking the X button next to the field name.
General hints:
- You can create up to 250 custom fields per entity (customer, appointment, task, report). We recommend to restrict the use of custom fields only to important fields in order not to limit clarity and usability.
- Once you have created your custom fields you can fill them through an import (see Start customer import). These fields are automatically available for field mapping in the import assistant.
- The field names must differ, even beyond groups. This is important for the import/export.
- Custom fields automatically apply to all users if your portatour® account is a company access with several users.
- Changes of custom fields automatically trigger the creation of a restore point. You can reset to this restore point if fields have been deleted erroneously.
Custom fields for reports
In addition to the above functions, it is possible for custom fields for reports to display certain fields only for one or more report types. If you want to restrict the display of the fields in question, select No from the 'Show for all report types' drop-down menu. Then select per field group for which report type(s) the fields should be displayed (hold Ctrl key for multiple report types):
portatour® distinguishes between the following report types:
- Call: Click Called now at a customer or Took place now at a customer appointment
- Missed: Click on Missed at a customer or customer appointment
- Other: For appointments without location reference(=phone call) or without customer reference, at 'My Places' and click on New report at a customer
- Start of work: Click on Enter working time > Start of work
- End of work: Click on Enter working time > End of work
- Day off: Click on Enter working time > Day off
You can also recognize the type of a report during input by the title bar of the report window.