Management of additional fields

What's an additional field?

An additional field is a field that contains additional information about the participants of a process. Additional fields are also used as filters in the Monitoring, Participants and Results sections by using certain characteristics of the participants defined by the company.

For instance, a company could define additional fields such as seniority, nationality, workplace and others, and use them to group their employees by those characteristics.

These additional fields of information are visible to process admins and managers (with or without permissions of administration).

Creating, modifying and deleting additional fields is only allowed for administrators. To enter the configuration of additional fields, follow these steps:

1. Go to Configuration.

2. Click General Settings.

3. Click Configuration of Additional Fields.

Create a new additional field

You will be able to create additional fields in two ways:

On the platform

To create an additional field using the platform, click Create additional field.

Fill out the name and description of your new additional field and then choose what type of additional field it will be. There are three types of additional fields:

• List: a dropdown consisting of different alphanumeric values defined by you.
• Number.
• Date.

If you would like to know more about the different types of additional fields that exist, please see this article.

If you choose the list type, the platform will ask you the enter the different options that will be available to choose. If you have a long list of options to enter, we advise you to create your additional field using an Excel template, which will be explained in the following section.

Using an Excel template

To create a new additional field using a template, you must use the participants template. Once you have downloaded it, you will be able to add new additional fields directly by adding new columns to the file. To do this correctly, the header of each column must follow this format:

optional_name#type

• optional_: Every header must contain it.
• name: Name of the additional field. It can contain spaces and also capital letters.
• #type: Code of the type of additional field.

The codes for every type of additional field are:

• List: #list
• Number: #num
• Date: #date

For instance, if you would like to create an additional field that contains the different cities in which participants could live, you could use optional_City#list as your header.

It's important that the data written in every additional field is in the correct format. In the case of numerical additional fields, only numerical values will be allowed, and when it comes to date fields, only dates with the DD/MM/YYYY or DD-MM-YYYY formats will be allowed.

If you would like to add more additional fields, just use create another column with another header following the same structure.

Once your file is ready, go to the Massive Uploads section and upload it on Upload Participants. We advise you to only use the column of identifier along with your additional fields in order to avoid any mistakes when it comes to the rest of the information of your participants.

Modify additional fields

Under the same section of Configuration of Additional Fields, you will also find a list of the existing additional fields in the process. To edit one of them, click Options (three dots) at the side of the additional field and then select Edit.

In this section, you will be able to:

• Modify the name of the additional field.
• (If it's a list) Modify, delete and add new options. Please be careful when doing any of those options if your additional field has data on it already, as any modification will be immediately applied to your process. If you delete one of the options, you will also remove that information from the profiles of your participants.

Delete additional fields

Under the same section of Configuration of Additional Fields, you will also find a list of the existing additional fields in the process. To delete one of them, click Options (three dots) at the side of the additional field and then select Delete. Confirm the removal of the additional field by clicking Delete.

By deleting an additional field, you will also remove the values of it and the information associated to your participants. This action can not be reversed.

Updating the values of an additional field for a participant

On the platform

1. Go to Configuration.

2. Click Participants.

3. Search for the participant and click Options (three dots) at the right side.

4. Click Edit user.

5. Scroll down to Process information.

6. Search for the additional field and click on the dropdown. 

7. Select the correct option.

8. Click Save changes.

Using an Excel template

To update a value of an additional field, you must use the participants template. 

Download the file, modify the values you want to update and then save it. Once your file is ready, go to the Massive Uploads section and upload it on Upload Participants. We advise you to only use the column of identifier along with your additional fields in order to avoid any mistakes when it comes to the rest of the information of your participants.