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. When the Custom Record Table is used as a contact record, Issuetrak can even send email notifications to the contact. In this article, we’ll take a look at using the Custom Record Table.
Users with the permission “Can access and maintain Administration functions ” or with the Sys Admin parameter can click on gear icon > click on Custom Record Table beneath Issues section to add, edit, or delete records.
Data Entry Only
When a user wants to add data to the visible fields of the Custom Record Table, all they need to do is enter it into the text fields. The field will hold up to 100 characters each. Any data entered into those fields is saved as a part of the issue record and can be searched using the Search Issues page. The information will also be available in Report Writer reports. However, only the first 5 defined fields will show on the issue record. You can define one of those 5 fields as an email address and have Issuetrak forward email based on the subscribers setting in the Custom Record Table setup.
In this usage case, table records are not created, details can not be viewed, and history records are not created to view at a later date.
Creating Table Records
In some usage cases, it becomes necessary to produce table records to associate data in the Custom Record Table with the Issue Data.
If a user has permission to use the Custom Record Table, then they can view existing records or create new records from the Submit Issue page. They will also be able to view details of existing records and view a history of issues submitted with the Custom Record Table record
Use this method when you would like to view pre-filled data, such as parts, or contact information.
To use this capability, a user can enter data into the field by the Magnifying Glass to start a search for matching records, or they can just click the Magnifying Glass and enter information into the search form. The first five fields can be used to search for the required record. Users with appropriate permission can use existing records or create new records from this form.
Once entered into the form, links will appear to allow you to view the history of issues submitted using this record and allow the user to view details of the record they selected.
Record Visibility
An important point to note when using the Custom Record Table is that any user can see the Custom Record Table on the submit screen to select from an existing record or enter data into the first five visible fields. Only users with the permission “Can add, edit and delete Custom Record Table records ” can create or edit Custom Record 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.
Another thing to keep in mind is that the data in the Custom Record Table is visible to all users with these permissions. There are no data restrictions to limit the view of data from one team to another.
Custom Record Table vs. User Defined Fields
As we’ve discussed, the Custom Record Table in Issuetrak is very flexible. You can use as many or as few of the 50 text fields as you need to contain the data that you want to store. It’s important to note that User Defined fields also have some of this flexibility.
For the purposes of this comparison, we’ll assume that you are using the Custom Record Table to store customer contact information, like First Name, Last Name, and Email Address. The features we’ve listed here are common across many usages of the Custom Record Table.
When you select Custom Record Table records.
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Each of the values is part of a record, so John Smith’s email address is part of John Smith’s record. This information is constant across all of the issues that his record is a part of.
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You can track history against those records, so you can easily see how many issues John Smith has submitted, and the history of those records from the issue view or submit page
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You can configure the Custom Record Table record as a contact record, so you can send email notifications to the customer listed on that record.
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The First Five fields are displayed on the issue view and Submit page. You’ll have to select a record and click “details” to see the other fields.
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To add a new contact your team will need to create a new Custom Record Table record. This can be done from the submit page with the proper permissions.
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The information on the Custom Record Record is outside of your site’s visibility controls. Anyone who can view the issue can also click on “details” to see the full record.
When you enter text into Custom Record Table fields without selecting a record.
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Each of the values in the fields is a stand-alone value, so the name entered is not related to any of the other information on the issue. This information is not constant across the other issues that list the same customer.
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Because no record is selected, there’s nothing to track history against. You’ll have to do a search or report to see the other issues that have the same information entered.
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Since no record is selected, no email is sent.
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There’s no way to use more than the first five fields unless you select a record.
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If you can submit an issue, you can add data to the first five fields.
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Anyone who can view the issue can see the information that’s been entered.
When you use User Defined text fields
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Each of the values in the fields is a stand-alone value, so the name entered is not related to any of the other information on the issue. This information is not constant across the other issues that could list the same customer.
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There’s nothing to track history against. You’ll have to do a search or report to see the other issues that have the same information entered.
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User defined fields do not offer the ability to send email notifications.
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You can create and add as many user defined fields as you want.
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If you can submit an issue, you can add data to a non-private user defined field.
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User Defined Fields can be configured as “Private”. Only users with the proper permission can view edit or enter data into private user defined fields.
