How to Create a Custom Field (Form Question)

Custom fields come from Forms. To create a custom field you need to add it as a Question in a Form.

1. Sign in as a user that has permission to create and edit forms.

2. Go to Forms > Forms Manager

3. Click the yellow Edit button next to an existing Form (or you can click the green ‘Add New …’ button to create a new Form).

4. Scroll to the bottom of the Form Editor and click the green ‘Add Question’ button (or you can click the green ‘Insert Questions Before’ button to place the question higher up in the form).

5. Type the question text and give is a ‘Short Name’; the Short Name will be used as a column header in the Member Directory and other table views.

6. Select the question type from the blue buttons beneath the question text. The types are:

   1. Text - if the answer is to be entered by the user as free text

   2. YesNo - the user may only select “Yes” or “No” to answer the question

   3. YesNoMaybe - the user must select either “Yes”, “No” or “Maybe” to answer the question

   4. Option - the user must select only one option from a list (supplied by you)

   5. List - the user may select multiple options from a list (supplied by you)

   6. Integer - the answer must be entered as a whole number

   7. Date - the answer must be entered as a valid date (a calendar tool will be supplied)

   8. Currency - the answer must be entered in a valid currency format

   9. Double - the answer must be a number and can contain a decimal point

   10. User - the answer must be a user selected from the myClubhouse database

7. If ‘Option’ or ‘List’ is selected:

   1. You must add some options for the user to select from. You can save these options for future questions by clicking ‘Save options for re-use’. If you do this you can also add multiple options at once using a text box (one option per line).

   2. You can select ‘Allow “Other” answer’ and the user will be able to select “Other” and then enter an answer using a text box.

8. If the question is compulsory to answer, you must click the asterisk button so that it is filled in blue (click again to switch off).

9. Advanced Options:
   Click “Options +” beneath the question type

   1. Visible/Hidden: by default the question is visible to the user, click this button to make it hidden (only visible to administrators and form owners) i.e. it is for admin use only. Click again to switch back to visible.

   2. Editable/Read-only: by default the question is editable by the user, i.e. the user can answer the question themself. Click to make the question read-only, i.e. the user can see the question and answer but only an administrator can change the answer. Click again to switch back to editable.

   3. Depends on Question: this question will only appear if the user selects “Yes” in answer to another question. Select the primary question (with a Yes/No answer type) from the drop-down list.

10. To make a question obsolete, click the “Obsolete” button. This can be toggled on and off. The question will not appear in the form if it is obsolete.

11. To delete a quetion, click the red “X” button. A question can only be deleted if it has not been answered. Otherwise, it can be made obsolete instead.

12. Once your question is ready, click the blue “Save” button at the bottom of the form editor. You will be taken back to the Forms Administraton Page.

How to Make a Form Question into a User Attribute

1. From the main menu, select Forms > Set up Attribute Questions.

2. Click the green ‘+ Add’ button.

3. Form: select the form on which the attribute question resides.

4. Question: select the attribute question.

5. Code: select a short, unique code for this attribute.

6. Caption: Enter a caption to be displayed with the attribute. This will be displayed as a column heading in the Member Directory and on the member’s Profile page.

7. Description: optional, add a description of the attribute.

8. Visible in Profile to Other Members: select this flag if you would like all members to be able to view this attribute for other members in the Member Directory or on the member’s Profile Page. If not selected, the attribute will only be visible to administrators.

Once you have created your attribute, it will be available in the Member Directory, Member Profile Page and can be used for filtering on Member Lists.

How to Display an Attribute in the Member Directory

1. Go to Information > Member Directory

2. Click on the light blue “Columns” button at the top-right of the directory table.

3. Select your attribute from the third section “MEMBER ATTRIBUTES”.

4. The column will be displayed at the right-hand end of the table.

5. Drag the column heading to reposition to column.

6. Click the column heading to sort the column in ascending order, click again to sort in descending order.

How to Filter a Member List by a User Attribute

1. Go to Email > Member List Manager

2. Click Edit or Add New

3. Scroll down to Design

4. Click Select Property and scroll down to the third section “Attributes”

5. Select an attribute on which to filter your member list

6. Build your filter e.g. if your attribute is “Health Issues” you may have one of the following:

   1. “Health Issues” contains “asthma”

   2. “Health Issues” “is not null or empty”

   3. “Health Issues” does not equal “none”

7. If your attribute is of another type e.g. a date or number, you will have different filtering options.

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