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Individual User Defined fields are fully customizable fields that your agency can use to gather a wide variety of information at the Individual level in Penelope. Each field can be modified as required. For information on where Individual user defined fields will be displayed in Penelope click here.
Individual User Defined Fields
Field | Type | Label Character Limit | List Item Character Limit | Response Character Limit | Searchable? |
Individual Checkbox 1 | Checkbox | 25 | n/a | n/a | Yes |
Individual Checkbox 2 | Checkbox | 25 | n/a | n/a | Yes |
Individual Checkbox 3 | Checkbox | 25 | n/a | n/a | No |
Individual Checkbox 4 | Checkbox | 25 | n/a | n/a | No |
Individual Checkbox 5 | Checkbox | 25 | n/a | n/a | No |
Individual Date 1 | Date | 25 | n/a | n/a | Yes |
Individual Date 2 | Date | 25 | n/a | n/a | Yes |
Individual Date 3 | Date | 25 | n/a | n/a | No |
Individual Date 4 | Date | 25 | n/a | n/a | No |
Individual Date 5 | Date | 25 | n/a | n/a | No |
Individual Drop-Down 1 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 2 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 3 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 4 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 5 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 6 | Drop-Down | 25 | 50 | n/a | Yes |
Individual Drop-Down 7 | Drop-Down | 25 | 25 | n/a | No |
Individual Drop-Down 8 | Drop-Down | 25 | 20 | n/a | No |
Individual Drop-Down 9 | Drop-Down | 25 | 20 | n/a | No |
Individual Drop-Down 10 | Drop-Down | 25 | 20 | n/a | No |
Individual Drop-Down 11 | Drop-Down | 25 | 30 | n/a | No |
Individual Drop-Down 12 | Drop-Down | 25 | 20 | n/a | No |
Individual Record Drop-Down | Drop-Down | 25 | 40 | n/a | No |
Individual Title | Drop-Down | n/a | 20 | n/a | No |
Individual User Defined Country | Drop-Down | n/a | 30 | n/a | No |
Individual Memo 1 | Memo | 25 | n/a | Unlimited | No |
Individual Memo 2 | Memo | 25 | n/a | Unlimited | No |
Individual Middle Initial | Text | 25 | n/a | 2 | No |
Individual Text 1 | Text | 25 | n/a | 100 | Yes |
Individual Text 2 | Text | 25 | n/a | 100 | Yes |
Individual Text 3 | Text | 25 | n/a | 100 | No |
Individual Text 4 | Text | 25 | n/a | 100 | No |
Individual Text 5 | Text | 25 | n/a | 100 | No |
Individual Text 6 | Text | 25 | n/a | 100 | No |
Individual Text 7 | Text | 25 | n/a | 100 | No |
Individual Text 8 | Text | 25 | n/a | 100 | No |
The information in the table above changes from time to time and is accurate at the time of publishing.
Note
There is no history tracking with user defined fields. If you need to track the history of a user defined field it is best to use a Document.
Configuring your Individual User Defined Fields
To setup Individual User Defined fields in Penelope you will need to be logged in with a System Administrator account.
1. In the System Setup section select Individual.
2. On the Individual Setup page select the User Defined tab.
3. Click Edit.
4. Enter the Field Name of the User Defined field.
5. Then check In Use to make it active.
6. To make it a Required field check the Required check box.
7. Repeat Steps 4-6 for each User Defined field you would like to update/use.
8. Click Save.
Update/Edit your Individual User Defined Fields
To update/edit your Individual User Defined fields follow the steps listed above for Configuring your Individual User Defined Fields.
Activate/Deactivate your Individual User Defined Fields
To activate/deactivate Individual User Defined fields in Penelope you will need to be logged in with a System Administrator account.
1. In the System Setup section select Individual.
2. On the Individual Setup page select the User Defined tab.
3. Click Edit.
4. Then check In Use of the User Defined field you would like to activate/deactivate.
5. Repeat Step 4 for each User Defined field you would like to activate/deactivate.
6. Click Save.
Modify Drop-Down Values for User Defined Fields
In the System Setup, select Individual.
Select the User Defined tab.
In the Type column, select Drop Down next to the user defined field values you wish to modify.
On the Drop Down Values page, make the needed edits:
To Add a new value, click Add in the Active Values section.
To Remove a value, click the minus (-) icon to the right of the value in the Active Values section.
To activate a previously deactivated value, click the plus (+) icon to the right of the value in the Inactive Values section.
To modify the name of a value, click on it's label, type the needed edits, and Save.
Example Fields
Individual User Defined fields are unique to your agency’s data collection needs but if you need assistance in imagining the possibilities we’ve included some common examples below:
Checkbox examples
Above poverty line?
Include in mailing list?
Military service?
Accommodations needed?
Insurance?
Previous counselling?
Citizen?
Date examples
Consent received
Last physician visit
Text examples
Primary care physician
Other ID numbers
Known allergies
Living situation
Visible marks
Visible tattoos
Drop-Down examples
Education
Employment status
Ethnicity/Race
Income range
Naturalization status
Occupation type
Marital status
Memo examples
Details of service request
Health history
Medication
Other information
Location of Individual User Defined Fields
For information on where Individual user defined fields will be displayed in Penelope click here.