ARTICLE: UDFs Help Display Additional Information

ARTICLE: UDFs Help Display Additional Information

Getting there: System Configuration > User Defined Fields

User Defined Fields allow you to create a range of custom fields that can be used to display information that is relevant for your school in the Student Side Bar AND on the Student Kiosk screen.  

 

There are and unlimited number of custom User Defined Fields available for you to create in Reach, and you can set the following optional display details for each User Defined Field.
  1. The order that they display in the Student Sidebar
  2. Whether an icon for the UDF displays in the Student Kiosk screen

  3. What color the icon will be displayed as in the Student Kiosk screen

Display icon only when the UDF has content

When icons are selected for display in the Student Kiosk screen, an icon will only display for students that have content added for the UDF field. That is, only students with an identified Medical Issue in the example above will display any icon.

How to Configure User Defined Fields

In your System Configuration section, select "Add UDF" to create a new UDF.  Name your UDF, select the sequence that you would like them to display on your student sidebar.  Finally, select whether you would like it to display an icon in the Student Kiosk screen, and if so, what color the icon will appear in the Kiosk screen.

Got to System Config > User Defined Fields



Info
IMPORTANT!
Setting an Ordinal of Zero will Hide the UDF from being displayed in the Student Sidebar

How to Set/Update User Defined Fields for Student Contacts

Set/Update Individual Student's User Defined Fields

In the Personal Profile for each of your students you can enter their relevant status for each User Defined Field being used.  Go to People Management > Student Profile > User Defined


Set/Update Students' User Defined Fields in Bulk

UDFs can also be bulk updated by using the UDF Upload Wizard found by going to Data Management > Data Import Wizard and select User Defined Fields.   




From here, you can Download CSV to access the template needed for the correctly formatted headers.  Download the CSV template, add your UDF values to the necessary columns under the correctly formatted headers.  Save as a CSV and drag/drop your file into the space provided or click to select from it's file location on your device.



Once your file is selected, choose Next: Map Fields to continue through to the next section for review in the upload wizard.




Use the dropdown options below each column header to indicate how the data in that column should be treated.  Boarder PK or Contact ID will typically be the value you'll use to link the data to existing contacts in your system.  If a field should be mapped to a different UDF value in your Reach system than what is listed, you can select it from the drop down list for Map to Field.  If a field should be ignored in the upload and the UDF value should not be updated and be ignored select Do Not Import (Skip) as the Map to Field option.  You will see a preview of how many fields will be mapped and how many will be unmapped (ignored).  When you are ready to review your changes just before import, select Review Your Changes.



If you are ignoring any fields, you will be prompted with an alert that you have a specific number of unmapped fields and if you want to proceed.




As you review your changes, your data will display as a preview and show what data will be written to each field for each contact.  You have the ability to select the Sync Mode which will tell the system if blank cells of data should result in no changes to the current UDF values already in your contacts' details, or if Sync Mode is selected that blank cells of data will result in clearing of current UDF values already in your contacts' details.  Once you are satisfied with your data preview settings, select Finish Import to upload the new UDF values.




Once you finish the import and the system has processed it, your browser will prompt a refresh of your portal.  Once refreshed, you'll be able to see the UDF updates have applied to your student's Contact Details.

Alert
If you still require assistance from Reach Support, please upload the completed CSV file with the updated UDF entries to your Reach Portal's region's SecureDrop site and our team will be happy to import the file to your portal. 
North/Central/South America https://securedrop.reachboarding.com 
Australia/New Zealand/Asia https://securedrop.reachboarding.com.au