Purpose

 

The purpose of this job aid is to define the concept of Custom Fields, describe the creation process, and provide examples.

 

It is recommended to clearly define the purpose and need for the custom field with ICPC Administration (Compact/Deputy Compact Administrators) and users (as needed) before creating the field in your system. Once the custom field is created, please ensure all users are trained on the new data field to ensure consistent and accurate data entry.

 

Custom Fields Concept

 

The function “Manage Custom Fields” allows states to create specific fields to gather information entered by that state’s users. Custom fields are state-specific information which is not sent to the Clearinghouse with other case information. Custom Fields, and the data contained in them, are not shared between states.  Information is available to all agencies within that state who have access to the case. Custom Fields capability must be added to your state application by IT staff before the creation process is available to the State Admin.  

Custom fields functionality is enabled by the State Admin to enable the state to create and use the fields in respective screens.

 

Custom data fields are created by the State Admin. Custom information will appear in existing screens. Custom Fields will appear as input fields under the Additional Details on the related screen. For example, if the state adds a Custom Field such as Child information (Eye Color), the input and display will appear in the Child Demographics screen under Additional Details section.  Individual Placement Resource records can have Custom Fields in either the Primary Placement Resource or Other Individuals in Household or both.

 

Once a custom field is added, it will be included in all records of the same type. For example, if the field Child Eye Color is added, the field will be added to all child records. Custom Fields will appear in all cases accessed by both the Caseworkers and ICPC Coordinators when adopted by the state. The data will be added by the users when the case is accessed or when the field appears.

 

Please note that a Custom Field cannot be made a mandatory field.

 

Format

 

A Custom Field appears in the standard formats used throughout NEICE: text box, check box, date, dropdown list.  The format is selected by the State Admin who also adds information about each new field like field name, options for dropdown, type of field etc.

 

The State Admin can add Custom Fields in four modules:

 

  • Child screen
  • Placement Resource screen
  • Case Details screen
  • Children in Case screen

 

Enable Custom Fields

 

The State Admin should enable the Custom Fields option for the respective state. Follow these steps:

 

  1. Select Manage -> States
  2. Search for the respective state
  3. Click on the State Name
  4. On the Edit State window, check the Enable check box under Custom Fields
  5. Click on Save button
  6. Log out and log back in
  7. Custom Fields should be displayed under Manage in the left navigation panel.

 

Manage Custom Fields 

 

Once this function is added to your state application, the State Admin can follow this process to Manage Custom Fields: Create, Modify, and Delete.

 

If one of the custom fields is a Dropdown, the below steps are needed to configure the domain values for the dropdown values.

 

Create a Domain Value (Drop-Down ONLY)

 

  1. Select Domain under Manage from the left navigation menu
  2. Search for Code Name (If available select code) Use Display Name of the field
  3. If no records are found, select + Add
  4. Enter:
    1. Code Name
    2. Code Description
  5. Select Access Level as State
  6. Begin Date
  7. End Date (only if limited need)
  8. Select Save
  9. Search on Code Name (Created above)
  10. Select checkbox next to Code Name
  11. Go to the Action box and select Domain Values
  12. Add Code Value as first option in drop down list
  13. Add Code Value Description (This value is displayed in the drop-down options)
  14. Add Begin Date
  15. Add End Date (If for limited time)
  16. Select Save

Repeat process until all drop down values are entered.

 

Create a Custom Field

 

  1. Select Custom Fields from Menu
  2. Select + Add button
  3. NEICE will display the Manage Custom Fields screen
  4. Select Module from the four available indicating where the field should appear:
  •  Child (Child Demographics)
  • Case (Case Details)
  • Case Child (Children in Case - 100A/100B, Court & Other Dates)
  • Placement Resource (Placement Resource)

 

        5. Enter Display Name that will appear on the appropriate screens.


        6. Select Field Type indicating what type of data to be captured:

  • Checkbox
  • Checkbox (Multi Selection)
  • Date & Time Picker
  • Date Picker
  • Dropdown
  • Multi-line Text
  • Single-line Text

 

Depending on the Field type, the other options are available. Below are the fields that needs to fill in depending on the field type

  • Checkbox– Select the check box option
    • Yes/No
    • Yes/No/Pending
    • Custom
    • Will enable the Checkbox Custom option.
    • Enter the checkbox Custom option separated by a comma

                             E.g.: Red, Blue, Green  

  • Dropdown Lists –The drop-down list values are displayed from the reference data known as Code/Code Values in NEICE. For adding the Code/Code values, please refer to Create a Domain Value (Drop-Down ONLY) section above. Select the Domain Code, for example options to be listed as selectable in a dropdown list. Domain Codes must be created before creating a Custom Field Dropdown field type to select the values that need to be displayed in the dropdown.
    Note: When creating a field with a dropdown. Go to Domains to create the drop-down options. There is no limit to the number of drop-down values in a Custom Field.
  • Text – For Text Field enter Max Length (the maximum number of characters for the custom field)

 

 

Select a Display Order for the field to be displayed on the screen formatting in rows and columns using numbers such as “1,3” for 1st row with 3rd columns (first row third column).  Three columns is the maximum allowed with any number of rows (any type)        

Add description of the field

Select Save.

 

When adding a field to the Placement Resource module, the state admin can select the field to be displayed only in Other Individual in Household or display in both Placement Resource and Other Individual in Household screens.  The options displayed are below:

 

Individual PR Customization:

  • Show only in Additional PR
  • Show in both PR and Additional PR

 

Manage a Custom Field 

 

  1. Select Custom Fields from Menu

           NEICE will display the Manage Custom Fields screen


        2. Check the box next to the Field ID

        3. Go to the Actions box and select Edit

        4. Make necessary modifications and Select Save

 

Delete a Custom Field

 

  1. Select Custom Fields from Menu

            NEICE will display the Manage Custom Fields screen

        2. Check the box next to the Field ID

        3. Go to the Actions box and select Delete

        4. NEICE will ask the State Admin: “Are you sure?”

        5. Select Yes to delete and the message is displayed as Records have been deleted. Or Select No not to delete.