How To: Setup Company User Defined Attributes (UDAs)

User Defined Attributes (UDAs) allow you to define additional data fields in the Khaos Control database either for customers or stock items, for more information see User Defined Attributes (UDAs).

  1. Open a Customer screen (show me how).
  2. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
  3. Select User Defined Attributes from the menu.
  4. From the Customer Lookup dialog box choose a customer (it does not matter who it is).
  5. The User Defined Attributes (UDA) dialog box will open.
  6. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  7. Click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right or press F3 to add a new item in the UDA dialog grid.
  8. Enter the name of the UDA in the Field Name column.
  9. Click in the Type column and press the F4 key. The options are:
    • Choice (max 2000 characters) : allows the user to select ONE item from a list.
      • In Edit mode double click on the Choices field, this loads the Configure Field popup.
      • Click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right or press F3 to add a new item to the list of choices.
      • Enter the item name.
      • Click on OK.
      • Once all the items have been added, click on OK to close the Configure Field popup.
      • Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the record before closing the UDA popup.
    • Date: allows the user to enter a date by using the calendar.
    • Integer: allows the user to enter an integer.
    • List: allows the user to select MORE than one item from the list.
      • In Edit mode double click on the Choices field, this loads the "Configure Field" popup.
      • Click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right or press F3 to add a new item to the list of choices.
      • Enter the item name.
      • Click on OK.
      • Once all the items have been added, click on OK to close the Configure Field popup.
      • Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the record before closing the UDA popup.
    • Number: allows the user to enter a number.
    • Text: allows the user to enter text.
    • Yes/No: allows the user to enter either Yes or No.
  10. Export: if ticked the UDA will be exported in the XML file.
  11. Prompt checkbox: if ticked, the user will be prompted to select the Customer UDA each time a new customer item is created.
  12. Repeat to add additional UDAs.
  13. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the UDAs using the save icon on the left of the grid.
    Note: if you click on OK before saving then the UDA information for the new UDAs will be lost.

Notes

  • The UDA information for a customer can be viewed in the the customer's [ Detail | CRM | Free Text Notes ] tab.
  • You can prompt the user to select a Company UDA at the time of customer creation using a prompt checkbox.
  • Sales Summary can be used to filter customers and item sales based on Customer UDA values.
  • Company User Defined Attributes can be added into Invoice type email templates so the UDA information can be added into the email message, see How To: Add Company UDAs into Email Templates.
  • Emails can be automatically generated and sent to customers based on their UDA settings. For more information see How To: Setup Email Trigger Rules

See Also


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