Custom fields are data entry fields that a global admin user can create in order to collect additional information. These fields can be used to capture data that is not part of default a2z functionality. Global admin users can then pull these fields in applicable reports.
Jump to a topic:
Create new Custom Fields
To create a new custom field:
- Choose the form type (booth, attendee, etc) by clicking on the name.
- Then if needed, edit the form details, to add some pre or post instruction text.
- Add a field/question by choosing the add question button at the bottom of the page, then filling in the question form OR choose another event in the same global admin to copy fields/questions from.
- Add options [answers] that can be selected when the field/question is being answered.
- If needed, edit the order that the fields/questions show, archive fields, or edit the field.
Form Types
Attendee
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Attendee Info
Data is entered by a custom import file, and can be updated on the event site by logged in attendees.
Booth
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Booth Info
Data is entered from either Floorplan Management>Advance Operations>Custom Booth Fields, or from the booth configuration page for the specific booth.
Presenter
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Presenter Info
Data is entered by the proposal submitter on the event site, or in global admin from the Events>Features>Conference Management>Proposal Management>Edit Presenter.
Proposal
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Proposal Info
Data is entered by the proposal submitter on the event site, or in global admin from the Events>Features>Conference Management>Proposal Management screen.
Speaker
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Speaker Info
Data is entered in global admin to add additional information regarding speakers, can be displayed on the event site.
Session
Fields are entered at Events> Event Settings> General> Custom Fields> Custom Session Info
Data is entered in global admin to add additional information regarding a session, can be displayed on the event site.
Exhibitor Service Kit Forms A & B
Sample custom exhibitor info forms.
Company Custom Fields
An event-specific override of Company Custom Fields configured globally via Company menu. Updated by event manager or exhibitor in Booth information.
Custom Grading Fields
Fields are populated by graders during the proposal grading process.
Custom Forms
Fields are entered at Events> Event Settings> General> Custom Fields
Learn more information regarding creating your own forms
Form Details
Form Name – The name of the form that is being edited, this field is not editable
Form Type – The type of form that is being edited, this field is not editable
Pre Instruction Text – Enter any text that should appear before the list of questions
Post Instruction Text – Enter any text that should appear after the list of questions
Add Question – click to add a new question
Copy Questions From – Select an event from the drop down and click this button to copy the custom questions of the same type from that previous event. This dropdown is only available if no custom field has been added yet to this form for this event.
Add or Update Question/Field
Click the Add Question option and fill out the Add Question form, and Add Option as appropriate.
Question Statement – the field/question as it should appear in the list
Question Description – any additional information about this field/question; this will appear after the question statement in parenthesis.
Question Type – How the question will be answered. See next section for a full explanation of the five question types. This field cannot be changed once it has been saved.
Question Display Type – How the answers will be displayed, which is based on which type the question is; see the next section for a full explanation of the display options for each question type.
Searchable Question – If event site users (attendees) use the answers to this question as a way to search on the event site then this box should be checked. Note: this is not available for the text question type.
Search Text Statement – If the question is searchable, enter a statement that will be used as the search label for this field. [Example – If the question is “Is this your first year presenting at ABC Show?”, the search text statement might be “First Year Speaker at ABC Show.”]
Required Question – If this question has to be answered before the user can submit the form, then the box needs to be checked.
Error if not answered – If this question is required AND the user has tried to submit the form without entering an answer, this text will be displayed.
Hidden Question – This question is only viewable, and answerable, in global admin.
For Presenter, Proposal, Speaker, and Session Form types only
Associate Forms – Presenter questions can be associated (or carried over) to the speaker form, and similarly proposal questions can be associated (or carried over) to the session form. When the box is checked, the question AND any selected answers will copy over to the session/speaker record. This is useful for collecting custom information during the call for proposal cycle, and then carrying the answers over into session management.
Display Order - The order in which the questions will display in the list, change the numbers to reorder the list.
Hidden - This question is only viewable, and answerable, in global admin.
Searchable – If checked event site users (attendees) can use the answers to this question as a way to search on the event site. Note: this is not available for the text question type
Archived - remove this question from the list on public and global admin screens.
Question Types and Display Options
One from many options
Use this field type if there are many possibilities and the user can only choose one.
This type can be displayed as:
- Radio Button List
- List Box
- Drop Down List
One or more from many options
Use this field type if there are many possibilities and the user can choose as many as they want.
This type can be displayed as:
- Check box list
- Multi Select List Box
Text
Use this field type if the user needs to type in a unique response.
This type is displayed as a text box.
Upload File
Use this field type to allow the user to upload a file.
This type is displayed as an upload box.
(File types allowed are configurable, see "Add Options>File Type and Location").
Label
Use this field type to add a label to your list of custom fields. This allows you to group fields and add additional information to the form/list.
Configure Options
For all types, except Label, you will need to configure the options on the next screen.
Add Options
Used with "One from Many" and "One or More from Many" type questions
In the text box type each option/answer separated by hard return. Each answer should be on its own line.
Options List
Used with "One from Many" and "One or More from Many" type questions to update existing options.
Option id – the unique identifier in the system for this option.
Option Statement – this text is what the user will see as the answer option.
Display Order – the order in which the options will display in the list, change the numbers to reorder the list.
Hidden – hide this answer option from public view, only global admin users can access this option.
Archive – remove this answer from the list on public and global admin screens.
Max Character Count
Used with Text question type
Max Length - Type in the maximum number of characters that are allowed to be entered.
Validation Message - Type in the message that the user will see if they exceed the maximum number of characters.
File Type and Location
Used with Upload File Question type
Upload Location - Choose from Public Site or GlobalAdmin from the drop down box
Upload Path - Type in the name of the folder that the file will be stored in. This folder will be available in File Management
Upload File Size - Choose the max file size that can be uploaded from the drop down. Options are 1 - 10 MB
Upload File types - Check the box next to each file type you will except for this file upload.
List of Questions
Question Statement - The field/question as it should appear in the list.
Display Order - The order in which the questions will display in the list, change the numbers to reorder the list.
Display Admin Only – Check this box (and then click update) if this question should only be available in global admin, public site users will not be able to see/answer the question.
Searchable – If checked event site users (attendees) can use the answers to this question as a way to search on the event site. Note: this is not available for the text question type.
Archive - Remove this question from the list on public and global admin screens.
Parent Form – This shows the form type that this question is also associated with, see the add questions section to learn how to associate forms.
Edit – Click this in the row of the question to edit the display type, parent form, and the answer options.