The Custom Record Table contains records with up to 50 text fields of reference information that can be used to associate just about anything to an issue, such as contact records, parts, contracts, contractors, customers, or rooms. Each field can contain up to 500 characters. When the Custom Record Table is used as a contact record, Issuetrak can even send email notifications to the contact.
One of the key strengths of the Custom Record Table is its flexibility. For example, you control the field names, so it accommodates the information you need. If you use the table for customer contact information, those 50 fields could store first name, last name, phone number, address, and zip code, or any additional information needed about the contact.
While there are 50 fields available, you can use as many or few as you need. All of them are reportable using the Report Writer, and the first five fields are available as search criteria on the Search Issues page. The first five fields will be the only ones to appear on the issue record. Clicking details from the issue record will allow you to see the remaining data.
Additionally, the Custom Record Table can be searched independently from issues by clicking the gear icon in the upper right > click on Custom Record Table beneath Issue Setup.
Activating the Custom Record Table
- Click the gear icon in the upper right > click on Optional Fields beneath Issue Setup.
- Find and enable the Custom Record Table.
- Click Update.
After the feature is enabled, you may configure it by navigating to the gear icon in the upper right > click on Custom Record Table beneath Issue Setup.
Configuring the Custom Record Table
There are multiple ways to use the Custom Record Table. One option lets you collect user information when you don’t want to create Issuetrak user records. For example, in a retail operation tracking customer complaints, you may only hear from a customer one time. You need to capture information to resolve their problem, but you may never interact with them again. Another option lets you capture part numbers or product SKUs that need to be referenced across multiple issues. Storing this information in the Custom Record Table lets you build a history of how many times that SKU or part is tied to an issue.
Design Considerations
When deciding to use the Custom Record Table there are a few things you need to take into account.
- Custom Record Table records are not associated with your site’s visibility constraints. Anyone that can view the submit page can search for and view all of the Custom Record Table records in your site.
- The 50 text fields can only store 500 characters each.
- Only users with the permission “Can add, edit and delete Custom Record Table records” can create or edit Custom Records from the submit screen. If the user can also edit the issue, they can take the data entered into the five visible fields by someone else and create a record if necessary.
The Custom Record Table works really well for recording contact information for people or things that don’t need to interact with your Issuetrak system. It allows you to create information outside of your site’s structure, without the overhead of creating a new user or new asset. Custom Record Table records also allow you to track an issue history for each record, so you can see what issues that record was selected on. Custom Record Table records can be a useful part of your Issuetrak system.
Initial Configuration
Once you have an idea of what you want to use this for, go ahead and enable the Custom Record Table. After the feature is enabled, configure it by navigating to the gear icon in the upper right > click on Custom Record Table beneath Issue Setup.
Start on the Table Settings page and set the Table Name; this name will appear on the issue screens and will also change the label in the Administration menu. For example, if you want to use the Custom Record Table for Contact Records, then the Table Name could be “Customer/Contact Info.” Then choose either the one or two-column layout for the five fields that appear on the issue record.
You can enable the option to Use Table as Contact Record, which will allow you to select one of the first five fields to capture an email address. If that field is filled in on an issue, then notifications will be sent to the email address(es) based on the subscriptions that are set for the custom record on the Subscribers List.
Label Definitions
After you’ve completed the Table Settings, you can define the field labels for the 50 different fields on the Label Definitions page.
The Label Definitions screen allows you to name the fields. Keep in mind that you can use as many or as few of the 50 fields as needed. Only the first five fields will be displayed on the issue record. You can see the rest of the fields by selecting “details” when viewing an issue.
Deactivating the Custom Record Table
- Click the gear icon in the upper right > click on Optional Fields beneath Issue Setup.
- Find and enable the Custom Record Table.
- Click Update.
A confirmation message will appear when this process is complete.
