case 4212
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@@ -24,7 +24,7 @@ In AyaNova a [User](adm-users.md) needs permission to view and make changes to o
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Only a User with the [Business administration role](ay-biz-admin-roles.md#business-administration) can customize forms and add custom fields.
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For this tour you should login as a User with one of those Roles.
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For this tour you must login as a User with that Role.
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If you are using generated AyaNova [sample data](ay-evaluate.md#generating-sample-data), we've provided a sample User for each type of Role so for this tour you should login as the `Business Admin` / `BizAdmin` sample User to follow along:
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# Guided tour: Custom fields
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# Guided tour: Customize displayed text
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In this guided tour we'll add some Custom fields on a Customer edit form.
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In this guided tour we'll change the default title text that displays for some fields by changing their Translation.
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The same technique you learn here applies to any other type of form in AyaNova.
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AyaNova has a _lot_ of fields built in for each object but sometimes you need to enter and track something that AyaNova doesn't include.
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All program text displayed in AyaNova comes from stock [Translations](adm-translations.md) for various languages included with AyaNova that you can change.
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AyaNova has a built in [Custom fields feature](ay-customize.md/#custom-fields) for exactly this situation.
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You might want to make some small changes to better reflect terminology used in your business or industry or even create an entirely new translation to a language for which we didn't provide a stock translation.
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Adding Custom form fields applies to _all users_ of AyaNova equally.
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Here we'll make some small changes to a Customer form just to show how it's done.
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The screen shots will show how AyaNova looks on a PC or tablet, if you are using a narrow screen device such as a smart phone your view will be [slightly different](ay-start-form-overview.md#responsive-display) but the functionality is the same.
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If you don't already have AyaNova available to follow along, everything you need to get started is available here: [Try AyaNova now](ay-evaluate.md).
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## 1\. Login as a user with permission to modify form fields
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## 1\. Login as a user with permission to modify Translations
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In AyaNova a [User](adm-users.md) needs permission to view and make changes to objects, this permission is called an [Authorization role](ay-biz-admin-roles.md) in AyaNova and an administrator [grants permissions](adm-users.md#authorization-roles) to each User as required.
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Only a User with the [Business administration role](ay-biz-admin-roles.md#business-administration) can customize forms and add custom fields.
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Only a User with the [Business administration role](ay-biz-admin-roles.md#business-administration) can customize Translations.
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For this tour you should login as a User with one of those Roles.
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For this tour you must login as a User with that Role.
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If you are using generated AyaNova [sample data](ay-evaluate.md#generating-sample-data), we've provided a sample User for each type of Role so for this tour you should login as the `Business Admin` / `BizAdmin` sample User to follow along:
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## 2\. Create a company standard translation
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The stock translations that come with AyaNova are read only and can't be modified, instead you create a _copy_ of a stock translation and modify _it_ instead.
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Let's go ahead and make a new company standard translation that all our Users will be using.
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The first step is to go to the Translations data table:
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Here we can see the stock Translations that come with AyaNova and no other custom Translations yet:
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A new custom Translation is made by copying an existing stock translation.
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We're going to modify one based on English so let's open the stock English translation by clicking on it's name in the table "en":
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In the image above we have the stock English translation opened, it's read only and not editable so we must duplicate it to create our custom translation.
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We'll click on the "Duplicate" button now to do this. It takes a few seconds to copy an entire translation and duplicate it at the server but once it's done our new duplicate editable Translation will open:
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The server has automatically named it "en-1", let's go ahead and rename it to something better by typing a new name into the Name field and saving the Translation:
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## 3\. Customize text
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Our company doesn't need an "Account number" field for our Customers but we _do_ need a "File number" so that's one change we're going to make, also we don't need a "Pager" phone number but we do need a "On duty contact" phone number.
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Translation items have a "Key" property that is fixed and not editable and is used by AyaNova internally to identify fields and a "Display" property that is set to the text that will be displayed to the User in the AyaNova user interface and on reports.
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The Translation form has two columns for these properties and we need to find the Key we want and then click on the text in the Display column to open an editor and change it.
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If we don't knwo the key we can find the exact Key used by opening the Customize menu option in any form to display the list of fields, the key name displays there under the title of displayed to the User, but we can also just do a search for the text we want to change which is often faster.
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We know we want to change the text "Account Number" in the Customer form field as it's displayed to the User ====CHANGE THIS DUE TO BUG==== now so let's just type in "Account number" in the search box and see what comes up:
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Here we can see all the places in AyaNova that the exact phrase "Account Number" is displayed and the first one listed has the key "CustomerAccountNumber" (notice it's not case sensitive as we used a lowercase n for Number but it matched anyway).
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All keys start with the object they are referring to so we know this is the one we want to change.
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Click on the text "Account number" in that row to edit what is displayed and change it to "File number":
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## 2\. Open a Customer edit form
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Edit forms are customized _from_ the type of form you want to edit.
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When you are logged in as a BizAdmin role User a _Customize_ menu option will appear in any form that can be Customized.
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The _Customize_ option is now available in new, empty records so you need to open an existing record to get to that option.
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So the first step is to get to a Customer's edit form, it doesn't matter _which_ Customer, any one will do.
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For this tour we're going to modify the Customer form fields so let's take a look _before_ we make the changes:
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Navigate to an area of AyaNova where Customers are displayed in their data table. There are a few different ways to get there but we'll use the simplest one for this tour and open a Customer from the Customers data table list.
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@@ -66,17 +114,15 @@ Now click on any Customer's name in the list to open their record in the [Custom
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In the image above we can see the top part of a Customer edit form. We'll stick with the top part so the images are easier to see in this manual but the steps apply to a field _anywhere_ on a form.
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In the image above we can see the top part of a Customer edit form. We'll stick with the top part so the images are easier to see in this manual.
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## 3\. Customize
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We've decided that our company now has a policy of having a sales manager contact each Customer regularly and find out how we're doing and see if there is any new business we can provide so we're going to add a text field called "Sales manager notes" and a date field called "Last sales manager contact" for this example.
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## 3\. Customize text
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Click on the menu button in the top right of the form. We're logged in as a Business Administration role user in [step 1](#1-login-as-a-user-with-permission-to-modify-form-fields) so when we open the menu on a form we see a _Customize_ option:
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If you don't see a _Customize_ menu option it means you're either not logged in as a User with the [permission](#1-login-as-a-user-with-permission-to-modify-form-fields) to customize forms or you are in a new empty record and haven't opened an existing record as [required for customization](#2-open-a-customer-edit-form).
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If you don't see a _Customize_ menu option it means you're either not logged in as a User with the [permission](#1-login-as-a-user-with-permission-to-modify-translations) to customize forms or you are in a new empty record and haven't opened an existing record as [required for customization](#2-open-a-customer-edit-form).
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Go ahead and click on _Customize_ now to open the [form customization interface](ay-customize.md):
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@@ -120,14 +166,10 @@ Or by using the Navigation drawer to go to Translations:
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We are now at our Translations data table and can open our custom translation we created earlier for all our Users.
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### Other users
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As soon as you saved the customization changes they took effect for all other Users as soon as they next open the Customer edit form. In other words if they were actively editing a Customer they wouldn't see a change but the moment they opened another Customer for editing the change would take effect.
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@@ -18,7 +18,7 @@ In AyaNova a [User](adm-users.md) needs permission to view and make changes to o
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Only a User with the [Business administration role](ay-biz-admin-roles.md#business-administration) can customize form fields to required.
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For this tour you should login as a User with one of those Roles.
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For this tour you must login as a User with that Role.
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If you are using generated AyaNova [sample data](ay-evaluate.md#generating-sample-data), we've provided a sample User for each type of Role so for this tour you should login as the `Business Admin` / `BizAdmin` sample User to follow along:
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