Creating or configuring custom information fields

Alerts and notices

You can create and configure custom data fields to include on the Information tab in a FirmFlow folder.

Note: The supported limit for FirmFlow Information Fields is a total of 100 fields, whether disabled or active. Adding more fields beyond the supported limit can cause performance issues. Prior to contacting support, we recommend that you delete fields in excess of 100 if you experience frequent errors or delays when you attempt to view the Information Fields tab within a FirmFlow folder, or within the FirmFlow Information fields Admin screen.

In GoFileRoom, choose Administration > Manage FirmFlow, select the applicable drawer from the Drawer field in the upper-left corner, and then click the Information Fields tab.

  1. Click the Add button to create a new custom field. The bottom row in the grid becomes available for you to define the field.
  2. In the Level column, select the applicable level that the field will apply to.
    • Folder-level fields use the same values for all workflows within the FirmFlow folder.
    • Workflow-level fields use a value for the workflow they belong to. Different workflows within the folders may have different values for the same field.
  3. In the Caption column, enter a name or field label for your custom field.
  4. Select the appropriate type for custom field.
    • Text: Allows the user to enter non-standard and unformatted text.
    • Date: Includes a calendar control for easy date selection.
    • Drop down: Displays a drop-down list and allows the user to select an item from the list. Click the button next to the list to specify the values to include in the list.
    • User drop down: Displays a drop-down list that includes all FirmFlow users in the firm.
  5. Specify the width and data length for the data-entry field.
    • Display Width: Specify the width of the data-entry field in pixels.
    • Data Length: Specify the maximum number of characters that the user can enter in this field.
  6. To hide this field for new folders created after you add this custom field, mark the checkbox in the Disable column.

    Note: When you disable this custom field, it will be available for existing folders and workflows. If a disabled custom field in an existing folder contains data, the user can access the field in read-only mode but cannot change the contents. If a disabled custom field in an existing folder does not contain data, the field will be hidden.

  7. Click Save.
  8. Click the Permissions tab.
  9. Select Information Fields from the Category field.
  10. In the grid below, mark the checkbox in the new custom field column for each permission group that should have access to the field.
  11. Click Save.

Deleting custom information fields

If you find that you do not need a custom field anymore, you can delete it.

When you delete a custom information field, GoFileRoom deletes all data entered in that field in all existing folders.

  1. In GoFileRoom, choose Administration > Manage FirmFlow, and then click the Information Fields tab.
  2. In the grid, click anywhere in the row that applies to the field you want to delete.
  3. When the row is selected, the Delete column displays a Delete button. Click the button, and when prompted to confirm that you want to delete it, click OK.
  4. Click Save.

Related articles

FirmFlow overview

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