Choosing a Name and Description
There are elements that are common to all of the data fields. The "Name" of the data field is the text that will appear in the profile in front of the field. When you access the User Defined Field (UDF) from the work area (the screen with all of the gray tabs), the name and its associated blank field (e.g. number fill-in, short/long text fill-in, selectable dropdown list, selectable date dropdown list, or selectable time dropdown list) will be separated by a colon.
The "Description" text box is optional and is only helpful to the people who create User Defined Fields, because they are the only ones who will ever see it. Most people use it as a note to themselves to remind them of the reason the information is being collected. If you maintain several UDFs at a time and you have different events or activities that you are juggling, it can be a very helpful reminder.
The description field is to use as you wish and is only seen by users with Administrator access.
You also have the option of making an entry required. This means that the entry would be required for every Volunteer, Opportunity, Organization or Client (depending on for which record type it was created), and that it would have to be filled out in order to save the profile information. So if it is required that knife jugglers fill out insurance information, it will also be required that everyone else fill out insurance information as well. If the "Required" box is checked, the entry field in the profile will be marked with an asterisk.
This required UDF...
...will appear like this in the volunteer profile:
Setting Component Visibility
One feature that is common to all of the UDF selections are the radio buttons that designate whether or not the field is visible to volunteers (in eRecruiter) and/or other Organizations (when sharing records). The default is that the field will not be visible. If you would like a field to be visible, select "can see." This area is shown with a red box in the image below.
The default to allow Volunteers and Organizations to see or not see this UDF selection is to not see. Please change the radio buttons if you would like your Volunteers and Organizations to see this UDF selection.
Additional UDF Options
No Default: There may be instances when you would like a UDF to have a default answer. However, if no default answer will be automatically filled in for the field, the "No Default" checkbox must be selected. Ironically, "No Default" is selected by default until you designate a default answer.
Enable date stamps for this field: UDF date stamping is a feature that was developed at the request of a Samaritan customer who needed to be able to see in eCoordinator when a UDF was last updated. It was introduced into the system in version 6.4. By selecting this checkbox, eCoordinator creates a filter that can be included in the Search System when creating a named search, which can be used to filter when a volunteer last updated the UDF in question. Additionally, eCoordinator creates a grid column for that UDF so that the date of last update can be displayed in its own column.
In version 6.8, Samaritan added the History Tab, which also keeps track of when any/all fields are changed, previous values, current values, and who made the change. The History can also be exported as a report.
Use this Field in the Volunteer Report: One of the pre-defined reports in eCoordinator is the Volunteer Report, which is a printable .pdf file of all information filled out in the volunteer profile. You have the ability to include UDFs in that report (or not) by selecting this checkbox (or by leaving it unselected).
Apply this change to opportunity user defined fields also: There is a checkbox at the bottom of the screen for applying the change to the user defined field in another work area. If you are creating fields for the volunteers profile, you can apply those same fields to the opportunity profile and vice versa. That is so you can look for volunteers and Opportunities with matching criteria. This option is not available when you are setting up user defined fields for the "Organizations" work area. Organization profiles are not set up to match Volunteer or Opportunity profiles. However, you may create UDFs for the "Organizations" profiles.
Here is an example: You are looking for volunteers to work in your hospital. You require volunteers to donate blood and different Opportunities need different blood types. So, you would have a UDF in the Volunteer profile asking for blood type and you would apply that UDF to the Opportunity profile so you can specify which blood type is needed for each Opportunity.
Apply this change to all user defined fields in current context: If your eCoordinator is part of hierarchical system, and is also the context for all subordinate or attached eCoordinator accounts, selecting this checkbox ensures that the change to the UDF propagates to all of the other eCoordinator accounts. If left unselected, the UDF will be created, edited or deleted ONLY in the eCoordinator account where the change was made.