How To: Setup Company User Defined Attributes (UDAs)
Table Of Contents
User Defined Attributes (UDAs) allow you to create additional data fields for customer records within Khaos Control. These fields can be used to store information specific to your business, such as account classifications, customer preferences, renewal dates, or custom reporting data.
Once created, UDAs can be assigned to individual customers, updated in bulk, used for reporting, included in email templates, and used to drive automated email trigger rules.
Create a New Company UDA
- Open a Customer screen (show me how).
- Open the Other Actions menu by:
- Pressing F9, or
- Clicking the drop-down arrow to the right of the green Add icon on the toolbar.
- Select User Defined Attributes.
- From the Customer Lookup window, select any customer record. The selected customer is only used to access the configuration screen.
- The User Defined Attributes (UDA) window will open.
- Press Alt + E or click Edit to enter edit mode.
- Click Add or press F3 to create a new UDA.
- Enter a name for the UDA in the Field Name column.
- Select a value in the Type column by pressing F4. Choose one of the following field types:
| Type | Description |
|---|---|
| Choice | Allows users to select one value from a predefined list (maximum 2,000 characters). |
| Date | Allows users to select a date using a calendar. |
| Integer | Allows users to enter whole numbers only. |
| List | Allows users to select multiple values from a predefined list. |
| Number | Allows users to enter numeric values, including decimals. |
| Text | Allows users to enter free-text information. |
| Yes/No | Allows users to select either Yes or No. |
Configure Choice and List Values
For Choice and List field types, you must create the available options.
- While in edit mode, double-click the Choices field.
- The Configure Field window will open.
- Click Add or press F3 to create a new option.
- Enter the option name.
- Repeat until all required options have been added.
- Click OK to close the Configure Field window.
- Press Ctrl + S or click Save before closing the UDA window.
Important: Always save your changes before closing the UDA window. Unsaved choice lists will be lost.
Additional UDA Settings
Export
Select the Export checkbox if the UDA should be included in exported XML files.
Prompt
Select the Prompt checkbox if users should be prompted to complete the UDA whenever a new customer record is created.
This can help ensure important information is captured consistently during customer creation.
Save the UDA
- Repeat the steps above for any additional UDAs you wish to create.
- Press Ctrl + S or click Save using the save icon on the left of the grid.
Important: Clicking OK before saving will close the window and any newly created UDA definitions will be lost.
Additional Information
- Customer UDA values can be viewed from the customer's [Detail | CRM | Free Text Notes] tab.
- You can use the Prompt option to ensure users enter important UDA information when creating new customers.
- The Sales Summary report can filter customers and sales using Customer UDA values.
- Company UDAs can be inserted into invoice email templates. See How To: Add Company UDAs into Email Templates.
- Automated emails can be sent to customers based on UDA settings. For more information, see How To: Setup Email Trigger Rules.