Create user defined fields (UDEF)

Updated on 7 Jun 2022

All companies and organisations have their own requirements for the information they need to register. This could be for customers, sales, projects, and so on. As an administrator, you can add your own fields in Settings and maintenance.

Note: SuperOffice v10 introduced Screen designer (Configurable screens), which introduced customisable screen layouts on company and contact for specific user groups. Any custom screen layouts using screen designer may override the settings on Fields. 

The benefits of adding extra fields

Using the Find function, you can search for the information you register in these fields and make selections.

For example, if you register the expiry date of the maintenance agreement that you have with customers, you can create a dynamic selection that shows the customers for which the agreement expires in less than one month.

You can reuse the information from these fields in documents and emails using template variables. Each field that you add gets its own unique ID (Prog ID), which can be used in documents to merge customer-specific information.

So, if you want to send an email to your customers that says that their maintenance agreement will expire soon, you can use the template variable for expiry date to show the correct expiry date of their agreement in the message.

Positioning of fields can be done for UDEFs on project, sale, follow-up and document. Positioning of fields for company and contact are done in the Screen designer. If you don't have license to Configurable screens, use the rank of the different fields.

How to create a user defined field:

Watch this video to find out how you can create your own extra fields in SuperOffice CRM (video length - 2:51):