Custom Fields

Custom Fields are additional fields which can be configured for Learning Components, allowing the Administrators to collect a variety of information all together.

Overview

Learndot holds a ton of training data. Customer's want to add context to existing Learndot data from external systems to gain further insights. Since customers have unique needs (i.e., they use different data types, names, etc), Custom Fields provide Learndot administrator with the ability to add extra fields with unique labels in various entities. These Custom Fields allow additional data to be entered directly into Learndot, via the import option or using an API from external systems to add further value to your business. There are a total of 10 fields that could be used as free text or as dropdowns for key Learndot objects (as described below).


Custom Fields are currently available for ten entities, as described below:

  • Accounts
  • Assessment
  • Contacts
  • Content
  • Courses
  • Engagement
  • Enrollments
  • Instructor Led Training (ILTs)
  • Public Class
  • eLearning Components
  • Location
  • Orders

  • Training Credit Account


Setting up Custom Fields

Custom Fields are enabled by default. However, if you want to hide them, simply toggle the switch of each Custom Field under the respective entity to 'NO'. This will hide the Custom Fields from the Administrator and Public (contact registration) pages, if applicable.

A few things you should know:

  • Custom Fields can be renamed
  • Custom Fields are enabled and visible by default, however the Administrator can control the visibility (i.e., choose to hide) each Custom Field
  • Custom Fields that are hidden are still accessible via the API
  • Custom fields can be used as dropdowns and the administrator will be able to set the options for the dropdown.


To configure Custom Fields, do the following:

Note:

The steps below are applicable to all other entities that support Custom Fields.

  • Log into Learndot as an Administrator.
  • On the top navigation bar, click SystemSetup > Field Configurations
  • Select the entity of your choice from the tabbed window



  • After choosing the entity of your choice (e.g., Accounts), click on "Update Account Fields" to change the Custom Field Label values.
  • Proceed to:
    1. Update the Label of the fields to what you desire
    2. Toggle the Enabled switch to set which Custom Fields are visible and which are hidden
    3. Choose the type of the Custom Field: TEXT (free text field) or SELECT (dropdown)
      1. If the Type is SELECT, please add the options for the dropdown in quotation marks and separated by comma, as shown below




Field Names

These names will be used to represent the fields on Administrator pages and Public pages (e.g., registration) if applicable.

Toggle Switch

When the Administrator turns "ON" a Custom Field, that field is editable and viewable from the edit or view pages respectively. At the same time, they are accessible via the API.

When the Administrator turns "OFF" a Custom Field, that field is now hidden and it is not editable or viewable through the edit or view pages respectively. However, these hidden fields are still accessible via the API.

  • Press Save after completing the setting up



A success message will be shown at this point if the change was committed successfully!

Mandatory Custom Fields

Learndot allows you to configure custom fields in such a way that they can be made mandatory. The following list of entities support mandatory Custom fields:

  • Contact
  • Courses
  • Learning Components (Assessment, Content, ILT and eLearning)
  • Enrollment
  • Events (Public class and Engagements)

Make custom fields as required field

Follow the guide below to make the custom fields for any of the above entities mandatory. Navigate to:

  • System > Setup > Field Configuration
  • Select any of the above mentioned entity
  • Click Update Fields
  • Simply toggle the required switches for each or any custom field desired and press Save

For instance; the administrator sets the first custom field as mandatory on the Content component. When an administrator decides to create a new Content component, the first custom field will be a required field, that means it needs to be filed in order to be able to successfully create it.



If you edit an existing Content component that doesn't have the custom field 1 filled, you will need to fill it up before saving it.

Using Custom Fields

After configuring Custom Fields, it's time to use them. All Custom Fields that were turned "ON" will be visible to the Administrator whilst creating or modifying an entity. Let's use the Custom Fields, by:

  • Navigating to the respective entity and select an existing record

Note:

We have used the Account entity only for illustration purposes. The steps below are also applicable to all other supported entities.

Custom Fields that were turned "ON" during setup will only be visible in the view mode if the fields contain any data, otherwise, the fields will be visible in the edit mode only.

For example, the screenshot below depicts an Account entity in which Custom Fields are only visible in Edit mode since there is no existing data for the respective Custom Fields.

  • Click on the Edit icon


Remember: Under Setup > Field Configuration, the Account entity only had three Custom Fields enabled, these will be visible and editable when editing the Account object.


  • Whilst editing the Account entity, there is a section dedicated to Custom Fields > enter relevant text for the Custom Fields > press Save


  • The Custom Fields will now also be visible (since they are no longer empty) under the view mode as well


Displaying Custom Fields using Screen Options

Sometimes to get a quick overview of some fields in Learndot, Administrators use the Screen Options to narrow down and display the fields they want to see. Custom Fields are also part of the Screen Options and can be chosen whilst configuring the Screen Options. To do this:

  • Log into Learndot as an Administrator > navigate to the respective entity
  • Click the drop-down arrow next to the search button > click the Screen Options button

  • Click on the drop-down menu > select the Custom Field name to add to the existing list with other fields

  • Find or type the name of the Custom Field to add to the Screen Options

Note:

Only enabled Custom Fields will be visible in the respective entities Screen options.

  • The selected Custom Field is added to the Screen Options list
  • Click the Update button to commit this to the view mode

  • The Custom Fields are now permanently part of your Entity view mode until removed

Setting up Custom Fields for Discount rules

Sometimes, customers want to offer discounts based on certain criteria. Custom Fields is the answer to the problem!, using Custom Fields whilst creating Discount/Coupon rules allows for greater flexibility in terms of discounting. Based on the criteria of the discount rule, the customer is granted a specific percentage or a flat discount. To create a discount rule using Custom Fields:

  • Log into Learndot as an Administrator
  • Navigate to Payments> Coupons/Rules 
  • Click New

  • Fill in all required details and also choose the required Custom Fields and also the matching criteria for the discount to trigger
  • Press Save

  • The Discount code has now been created, and ready for use

Applying the Custom Field discount upon Checkout

The discount rules can be released by the Administrators for the Learner to consume. As a Learner, you can apply these discount codes during the checkout process. For illustration purposes, let's use the discount code generated above. As a Learner:

Discount code will only work for Contacts associated to the Account which have the Custom Field criteria that was used during discount creation.

  • Proceed to the Catalog and purchase the Learning component of your choice

  • Add the discount code in to the empty field (below the price) and click the Add Coupon button

  • If the Coupon code is successfully redeemed then a success message will be shown, else an error message will be shown 

Setting up Custom Fields for Contact registration in Public Page

In some occasions, Administrators want to collect more information from the registrants (new learner) during the registration process. As an Administrator, you can set up Custom Fields which appear during the registration process. To add Custom Fields during the registration process, navigate to:

  • The Administrative panel > Setup > Field Configurations
  • Select the Contact Tab


  • Click the Update Contact fields button
  • Proceed to:
    • Update the Field names to what you desire
    • Toggle the Enabled switch to set which Custom Fields are visible and which are hidden

Field Names

These names will be used to represent the fields on Administrator pages and Public pages (e.g., registration) if applicable.

Toggle Switch for Enabled

When the Administrator turns "ON" a Custom Field, that field is editable and viewable from the edit or view pages respectively. At the same time, they are accessible via the API.

When the Administrator turns "OFF" a Custom Field, that field is now hidden and it is not editable or viewable through the edit or view pages respectively. However, these hidden fields are still accessible via the API.

Toggle Switch for Type

When an Administrator choose "TEXT", the custom field will be shown a free text field.

When an Administrator choose  "SELECT", the custom field will be shown as a dropdown with the options detailed in the 'Option' field.

Toggle Switch for Show on sign up?

When an Administrator turns "ON" a Custom Field, that field is visible and will allow input during Contact registration process in the Public page. The information entered in the Custom Fields during the registration process will be stored in the Contacts details.

When an Administrator turns "OFF" a Custom Field, that field is no longer visible and will not allow any input during Contact registration process.

Toggle Switch for Show on Profile?

When an Administrator gives a "Never" permission on the Custom Field, that Custom Field will not be shown in the Learner's profile page.

When an Administrator gives a "Read" permission on the Custom Field, the Learner will only be able to see the data stored in the Custom Field.

When an Administrator gives a "Read and Write" permission on the Custom Field, the Learner will be able to see and update the Custom Field directly from their Learner Profile section.


  • Press Save after completing the setting up



A success message will be shown at this point if the setup was done successfully!

Registering as a new Learndot Contact

After setting up the Custom Fields, when a contact is registering an Account, the Custom Fields will be visible during the sign up process. For illustration purposes, let's examine how the Registration process would look like for a new contact using the configuration above. 

  • Navigate to the Login Page (example <your-learndot-domain>.com/login.html)
  • The Custom Fields are located at the end of the registration page



  • Proceed to fill in your particulars and click Submit to create an account


  • If the registration form has been filled in correctly, a success message will be shown or else you will be redirected to re-fill the form

  • An email will be sent to the registered email account to proceed with login

The email template is just for illustration purposes, the Administrator can change the template at any time via the Administrative panel.

Verifying a new Contact via Administrative panel

After the contact has created their account, the Administrator can check the contact's account by:

  • Navigating to the Administrative panel > Customers > Contacts
  • Click on the newly created Contacts name



  • The information entered in the Custom Fields during the registration process is stored in the Contact's Custom Fields details


Allow Learner to view and edit Custom Fields from their profiles

 In some occasions, Administrators want to allow Learners to provide extra information after they have created their accounts. As an Administrator, you can set up Custom Fields which appear in the Learner's profile. To allow Learner's to view and/or edit Custom Fields from their profile, login as an Administrator and navigate to:

  • Go to System > Setup > Field Configurations
  • Select the Contact Tab


  • Click the Update Contact fields button
  • Update the following

Field Names

These names will be used to represent the fields on Administrator pages, and Learner's Profile and/or Public pages (e.g., registration) if applicable.

Toggle Switch for Enabled

When the Administrator turns "ON" a Custom Field, that field is editable and viewable from the edit or view pages respectively. At the same time, they are accessible via the API.

When the Administrator turns "OFF" a Custom Field, that field is now hidden and it is not editable or viewable through the edit or view pages respectively. However, these hidden fields are still accessible via the API.

Toggle Switch for Type

When an Administrator choose "TEXT", the custom field will be shown a free text field.

When an Administrator choose  "SELECT", the custom field will be shown as a dropdown with the options detailed in the 'Option' field.

Toggle Switch for Show on sign up?

When an Administrator turns "ON" a Custom Field, that field is visible and will allow input during Contact registration process in the Public page. The information entered in the Custom Fields during the registration process will be stored in the Contacts details.

When an Administrator turns "OFF" a Custom Field, that field is no longer visible and will not allow any input during Contact registration process.

Toggle Switch for Show on Profile?

When an Administrator gives a "Never" permission on the Custom Field, that Custom Field will not be shown in the Learner's profile page.

When an Administrator gives a "Read" permission on the Custom Field, the Learner will only be able to see the data stored in the Custom Field.

When an Administrator gives a "Read and Write" permission on the Custom Field, the Learner will be able to see and update the Custom Field directly from their Learner Profile section.


  • For illustration purposes, let's change some Custom Field values to see how it behaves on the Learners Profile


  • Press Save after you have performed the desired changes



success message will be shown at this point if the setup was done successfully!

Take note that any changes to the "Show on Profile" will only affect the Learner. This does not impact the Administrator. 

Viewing the Custom Fields in the Learner Profile

After setting up the Custom Fields, let's examine how the Learner would see the above Custom Fields in their profile page. As a Learner, navigate to: 

  • The Learner Dashboard > Your Account

  • Go to the Personal Details tab, as shown below

Notice how the Custom Field selection is being respected in the Personal Info section of the Learner's Profile page?.

  • The Lunch Preference & Best Timezone fields are not being shown in section above, since we chose for them to "Never" be shown on Learner profile page.
  • Favorite Color field is visible but as a "Read" Only (a closer look reveals that the field has been greyed out). Therefore, the Learner can only see but not alter the information. 
  • Position field is visible and editable at the same time, since the Custom Field was set to "Read and Write". Therefore, the Learner is able to update the information stored in this Custom Field. 
  • For illustration purposes, let's update the Position field information and proceed to save it


Upon saving, the Contact record is updated as well.

Verifying the change via Administrative panel

After the Learner has updated some section of their Personal Info, the Administrator can also see and check the contact's details by:

  • Login as an Administrator
  • Select Customers > Contacts
  • Find the Contact you desire > Edit
  • Under the Custom Fields section, you can see that the Position field has changed as well