Kn{owl}edge Custom Fields Documentation

Custom Fields allow you to store your own custom values on categories and items within Kn{owl}edge. There are three types of Custom Fields in Kn{owl}edge. When determining what scope a Custom Field should have consider the following:

  • Any Custom Field value set on an Inventory Category applies that same value to all of the Inventory Items directly within it.
  • Any Custom SKU Field value set on an Inventory Item applies that same value to all of the Inventory Items that share that same SKU.
  • No two Custom Fields should have the same name (to avoid confusion).

To create or edit Custom Fields, click on the Custom Fields menu item.

Let's take an example inventory system for a video game store:

  • Console Games
    • XBox Games
    • Playstation 4 Games
      • Destiny 2; Barcode 0123456789012346
      • Uncharted: The Lost Legacy; Barcode 0123456789012345
        • added into system on 10/28/2019; 2/5 boxes remaining
        • added into system on 11/4/2019; 5/5 boxes remaining
        • added into system on 11/9/2019; 5/5 boxes remaining
      • Middle-Earth: Shadow of War; Barcode 0123456789012347
    • Nintendo Switch Games
  • Console Systems
  • Accessories

If the administrator wanted to add a Custom Field to indicate which "Console System" something belonged to they'd likely want to add in the Custom Field "Console System" to the Inventory Categories. Adding that Custom Field in and populating it might look like this:

  • Console Games
    • XBox Games (Console System: XBox)
    • Playstation 4 Games (Console System: Playstation 4)
      • Destiny 2; Barcode 0123456789012346
      • Uncharted: The Lost Legacy; Barcode 0123456789012345
        • added into system on 10/28/2019; 2/5 boxes remaining
        • added into system on 11/4/2019; 5/5 boxes remaining
        • added into system on 11/9/2019; 5/5 boxes remaining
      • Middle-Earth: Shadow of War; Barcode 0123456789012347
    • Nintendo Switch Games (Console System: Nintendo Switch)
  • Console Systems
  • Accessories

Note that in the above example the values in the bold aren't actually part of the name, but are instead another value store on that Inventory Category. When configuring the Custom Field, you have a few options:

  • Type: Sets what type of field this value is.
    • Text: A text value up to 255 characters.
    • Date: A date value. When entering values and filtering the listview you can use a date picker UI.
    • Date/Time: A date and time value. When entering values and filtering the listview you can use a date/time picker UI.
    • Number: A number value (float). Using number instead of text will properly sort numbers numerically instead of alphabetically.
    • Currency: A dollar value with two decimal places. Using currency instead of number formats the input and output with two decimal places and include a dollar sign.
  • Label: This is the value that shows to describe the field you're adding.
  • Autocomplete: This checkbox indicates if you want the field to suggest existing values when you are typing in a new value. Example: If this field is storing Console Systems and you have this checkbox checked, if you were to type in "Nintendo" into the field a small dropdown appears providing you with previously entered values that contain the word Nintendo.
  • Include in listview: This checkbox indicates whether this field should appear in the listview of Inventory Categories/Items. The more Custom Fields that are added to the listview, the slighly slower it will be to load and the more screen space the listview will try to take up. We recommend being selective when adding Custom Fields to the listview.
  • Include as listview filter: This checkbox indicates whether this field should be used to allow listviews to be filtered. If this is checked, above the listview in the filters section you'll be able to filter the results based on this field.

If the "Console System" Custom Field mentioned above was set to "Include as listview filter" then when you're looking at all of the inventory you could filter all of the Inventory Items by "Console System" (even though the Custom Field is populated on the Inventory Category level.)


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