Dynamic User Defined Fields

In Mailroom, you may add up to 25 user defined fields to mailroom and use them to maintain data that is specific to your organization. When a user defined field is added, the field is available throughout the mailroom module when a package is added.

User Defined Field Components

In Mailroom, a user defined field has the following characteristics:

• Name
• Data Type
• Status (required or optional)

Adding a User Defined Field

A user defined field is added to the application from a specific area:

• User Defined Fields Tab (web application): the Expected Package page, the Receive Package page, and the Edit Package form have a User Defined Fields tab
• User Defined Fields Form (Android application): Package Receive form has a User Defined Fields field, which leads to a User Defined Fields form: the user defined field is added from this area (see "Dynamic User Defined Fields").

To add a user defined field follow this basic process:

• Go to the User Defined Fields area of the page or form.
• Click the Add button.
• Enter the user defined field name.
• Select the user defined field data type.
• Specify whether the field is required or optional for the package record.
• Save the field.
• The user defined field is added to IntelliTrack Mailroom and is available for use when adding a package or editing a package's record.

Important: We recommend adding the user defined fields when setting up your Mailroom data. This is because when a user defined field contains data, its data type and required status cannot be changed.

Edit Package Page and Receive Package Page

The steps below outline how to add a user defined field to the Expected Package page and the Receive Package page.

To add a user defined field, follow these steps:

1. From the navigation pane, select Packages > Receive Package to reach the Receive Package page; or select Packages > Expected Package to reach the Expected Package page.
2. At the Expected Package page and the Receive Package page, click the User Defined Fields tab to bring this portion of the page to the front.

3. Click the Add button to place the tab in Add mode.

4. Name field (required): enter the name for the UDF field in this field.
5. Type field (required): click the dropdown arrow.

6. Select the data type for this field from the options that appear:
   1. Alphanumeric: field accepts letters and numbers. Select this data type if this field will include information that uses letters and numbers, such as names, titles, addresses, order numbers, etc.
   2. Date: field accepts a date. Select this data type if this field will include a date only.
   3. Numeric: field accepts numbers and decimals. Select this data type if this field will include numerals only, such as for currency, percentage, count, etc.
   4. Yes/No: inserts checkbox field; mark if true. Select this data type if the value is true or false.
7. Required checkbox (optional): mark this checkbox if the user defined field is required for the package. When the user defined field is required, the user must enter a value in this field in order to save the package.
8. Save button: press the Save button to add the user defined field to mailroom.

Edit Package Form

The steps below outline how to add a user define field at the Edit Package form, which is located at the Packages Data page.

1. Select Packages > Packages Data from the navigation pane. The Packages Data page appears. The packages are listed in the page's grid.
2. Select the Edit button for a package. The Edit Package form appears.
3. Click the User Defined Fields tab to bring this portion of the form to the front.

4. Click the Add button to place the tab in Add mode.

5. Name field (required): enter the name for the UDF field in this field.
6. Type field (required): click the dropdown arrow.

7. Select the data type for this field from the options that appear:
   1. Alphanumeric: field accepts letters, characters, and numbers. Select this data type if this field will include information that uses letters and numbers, such as names, titles, addresses, order numbers, etc.
   2. Date: field accepts a date. Select this data type if this field will include a date only.
   3. Numeric: field accepts decimals and numbers. Select this data type if this field will include numerals only, such as for currency, percentage, count, etc.
   4. Yes/No: inserts checkbox field; mark if true. Select this data type if the value is true or false.
8. Required Checkbox (optional): mark this checkbox if the user defined field is a required field for a package. When the user defined field is required, the user must enter a value in this field in order to save the package.

9. Save button: press the Save button to add the user defined field to mailroom.

Editing a User Defined Field

A user defined field may be edited.

• Name: The name of the user defined field may be edited.
• Data Type: The data type of the user defined field may be edited if the field does not contain any values.
• Required Status: The required status of the user defined field may be edited if the field does not contain any values.

How to Edit a User Defined Field

A user defined field is edited in the User Defined Fields tab. The steps below outline this process.

Note: When the system contains undelivered packages, you are UNABLE to EDIT the user defined field type or MARK the field as a REQUIRED field.

1. Go to the User Defined Fields tab at the Receive Package page, the Expected Package page, or the Edit Package form, to bring the User Defined Fields form to the front.
2. Hover the mouse over the field that you want to edit. An Edit button and a Delete button appear above the field.

3. Click the Edit button to place the field in Edit mode.

4. Name field: edit the name, if desired.
5. Data Type field: edit the data type.
   1. If the field does not contain any data, you are able to change the field's data type.
   2. If the field contains data, you are unable to change the field's data type.
6. Required checkbox: if the field is optional, you are able to mark this checkbox to require this field.
   1. If the field is required, you are able to unmark this checkbox to make this field option, if the field does not contain data.
   2. If the field is required and the field contains data, you are unable to change this field to an optional field.
7. Save button: press the Save button to save the change to the user defined field. You are returned to the User Defined Fields tab; the changes are made to the field. It is ready to be used again.

Deleting a User Defined Field

A user defined field may be deleted if it does not contain any values.

1. Go to the User Defined Fields tab at the Receive Package page, the Expected Package page, or the Edit Package form, to bring the User Defined Fields form to the front.
2. Place the cursor in inside the field that you want to edit. An Edit button and a Delete button appear above the form.

3. To delete the field, press the Delete button.
4. A prompt appears, asking you if you want to delete this user defined field. Select Yes to continue with deleting this field.
5. The prompt closes.
6. If the field is not being used, it is deleted.