Global Customization - Customizing Profile Fields

Profile Fields are associated with individual Primafact documents, and can be great for enabling filtering or building document reports. Create your own profile fields to record and track specific information related to Primafact Documents.

• What are Profile Fields?
• How do Profile Fields Work?
• Link to Blog Post - Using profile fields to track document service
• Creating a new profile field
• Creating a Category

What are Profile Fields?

Profile Fields are document-level information fields that can be associated with to a Primafact document.  Profile Fields are used to track document status or details such as date received, document origin and service details. You can view and apply profile information using the document’s Profile tab. Profile fields can be grouped into Profile Categories for more convenient access.

How do Profile Fields Work?

Profile fields can be formatted as text fields, dropdown text fields, memo fields, date/time fields, and number or currency fields. Primafact comes packaged with some pre-set profile fields including Document Date, and your team can add custom fields to capture specific information.

📣 See this blog post for an example of how Profile Fields can be used to keep track of document service. 

You must have administrative permission to create and modify Profile Fields.

Creating a New Profile Field

1. The user interface for setting up profile fields and categories is called the Profile Management Window. To access it, select Tools > Setup > Profile Fields from the main menu.
2. The Manage Primafact Profile Fields window will open.
3. You are already on the Profile Fields Tab.
4. Click the Add a new field button.
   
5. The Manage Primafact Profile Fields window will split into two panels.  A New Profile Field is automatically created.  Rename the field in the Selected Field box.  This will be the Field's name in Primafact.
6. You will also want to add names in the Short Descriptions area for Column Views and Exported Lists.  This name can be the same as the name used for Selected Field, or you can use a shortened name that fits more easily onto list views.  
   
   In Column Views - this description is displayed in list view columns.
   
   In Exported Lists - this description is used when exporting document data to CSV format file.   
   
   If left blank, the name applied to the Selected Field will be used.
7. Select the Field Type from the dropdown List.  The following options are available:
   
   

   Text	Accepts a single line of alphanumeric text
   Memo	Accepts multiple lines of alphanumeric text.
   Dropdown	Appears as a drop-down box containing a list of values you specify.
   Number	Accepts numbers only (no decimals).
   Date	Accepts date input only. Appears with a drop-down calendar button.
   Time	Accept time input only. Appears with a drop-down time button.
   Float	Accepts decimal numbers.
   Currency	Accepts numbers with two decimal places.

    

8. Select the categories which should include this field.  See Creating a Category below to create a new category if needed. 
   

    

9. Click OK or Apply to save your changes.

Note: Updates to profile fields will not appear on documents/binders which are currently open in Primafact.  You will need to reopen documents and leave/return to your Case, or close and reopen Primafact to see Profile Field updates.

Creating a Category

1. Access the Manage Primafact Profile Fields window by selecting Tools > Setup > Profile Fields from the main menu.
2. The Manage Primafact Profile Fields window will open.
3. Click the Categories Tab.
   
4. Click Add a New Category
   
5. The Window will change to display two panels. Enter a descriptive name for your category in the Selected Category field  near the top-right area of the window.
   
6. Click Add or remove fields in this category... to bring up the Select Fields to Include dialog.
   
7. Select a field in the left pane, and click the blue arrow to move it to the right pane.  We recommend including a Document Date with every category, so start with that.
8. Continue adding fields you want to the list on the right. If you add a field by mistake, highlight it, then click the left arrow to move it back to the list on the left.
9. Click OK when done. 
10. The fields you have selected now appear under the selected category. To adjust the order of the fields, click on a field label and click the blue up and down arrows to move the field into the desired position.
11. Click OK to save your changes and close the window.  (Click Apply to save changes without closing the window.)