CounselLink Answer Center for Clients

Creating and Managing Fields

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This article covers the following:

Fields Tab

The Fields tab on the Administer Configurable Fields page is where you create and manage custom fields, blocks, and tables. Here, you define the field name, type, and assigned location.

You must have the Corporate Administrator role to manage and configure UCDFs.

You can create three different types of custom items here:

  • Field: A custom entry used to capture a value outside the standard fields provided by CounselLink. You can select from several field types, such as a drop-down list, radio buttons, check box, or date field.
  • Table: A collection of related custom fields that stores multiple rows. Tables allow you to create related fields whose available options may depend on user selections within the table. You can limit the number of rows or allow unlimited rows. Custom fields within tables are searchable. Fields added to a table can be edited only from within the table and do not appear in the main field list.
  • Block: A collection of related custom fields that stores multiple rows of a field set. You can also use related options within blocks. Custom fields within a block are searchable. Fields added to a block can be edited only from within the block and do not appear in the main field list.

Using the Fields Search

The Fields tab displays all fields that have been created. You can narrow the list by using the field filters at the top of the list or the Filter By drop-down in upper-right corner.

Using Field List View

The Field List View section contains a drop-down list that allows you to access custom fields for different Additional Information sections. Before creating a field, be sure to select the correct area.

Using Actions on the Field Tab

The following actions are available on the Fields tab:

Field Description
Create Field

Creates a custom field on your selected Field List View. Click the down arrow next to the button to select one of the following:

  • Create Table: Create a table to store multiple rows of multiple related fields.
  • Create Block: Create a block of related fields.
Edit Object Type Layout

Opens the layout configuration page for the selected Field List View.

Use this button often to view your changes within the context of your layout before publishing.
Activate Activates one or more inactive fields.
Inactivate Inactivates one or more active fields.
Copy Copies a selected field. The copied field appears in the list with Copy of added to the beginning of the name.
Delete Deletes a selected unpublished field.
Update Field Settings Updates settings for one or more selected fields.

Viewing the Fields Tab

After selecting a specific Field List View, you can review general details about existing fields.

Column Description
Name Displays the field name. Click the name to open its overview page.
Display Label Displays the label that appears in the Additional Information section of the selected location.
Field Type Displays the field type.
Division/Office Displays the division or office to which the field applies.
Matter Type For the Matter location, displays the matter type to which the field applies.
Location Displays the layout location where the field appears.
Section Displays the layout section where the field appears.

Searching for a Custom Field

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The Fields tab includes filters you can use to search for existing fields. By default, it displays all created fields.

Searching for a Field

  1. Click the Fields tab on the Administer Configurable Fields page.
  2. Select a Field List View from the drop-down list.

Your search criteria for the selected Field List View is available in the Configurable Field List-Rules section.

  1. Select an option from the Select One drop-down list.

    Option

    Description

    Name

    Find results with the field name.

    Display Label

    Find results with the field display label.

    Field Type

    		 Find results of a specific field type. Selecting this option prompts you to choose a specific field type.
    Location Find field results with a specific location.
    Section Find field results with a specific section.
    Division/Office Find field results with the specific division or office. This option appears only for Matter, Invoice, and Matter Participant fields.
    Matter Type Find field results for a specific Matter Type. This option appears only for Matter, Invoice, and Matter Participant fields.
    Contact Type Find field results for a specific Contact Type. This option appears only for Contact fields.

  1. Select an option from the Please Select drop-down list.

    Option

    Description

    Is equal to

    Find rules that contain exactly the entered terms.
    Is not equal to

    Find rules that do not contain the entered terms.

    Contains

    Find rules that contain the entered terms.
  2. Type the search text in the third field.
  3. Click Go. 

The search results display. Each new search acts on the current result set until you click Reset.

Using Filter By

The Filter By option lets you filter the list by current status. It can also be applied to search results.

Option Description
Active Displays lists with an active status.
Inactive Displays lists with an inactive status.
Never Published Displays lists that have not been published.
Unpublished Changes Displays lists with changes yet to be published.
None Displays all lists.

Accessing the Create a Field Window

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You can access the Create Field window from several places in Administer Configurable Fields and Configurable Fields Layout.

Click Create Field on the Administer Configurable Fields page.

Click Create under Fields on the selected table or block's overview page.

Click Create Field on the table from the Configurable Fields Layout page.

Creating a Custom Field

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You can create and configure a custom field, including a field that will be used in a table or block.

Before creating a new custom field from scratch, check whether an existing Global Lookup List can be used.

A field type cannot be changed after it is published, so be sure to plan carefully before creating a new field.

Click this link to take a free online course on managing custom fields in CounselLink.

  1. Access the Create Field window. Select an object from the View drop-down list. The Create Field page displays.

  2. Complete the information.

    Fields marked with (*) are required.

    Field Description
    Name* Enter a name for the custom field. This name becomes the reporting object used by MicroStrategy, so it must be unique. CounselLink does not validate uniqueness.
    Display Label Enter the label users will see.
    Field Type Select a field type. Some field types require you to create a list. Field type cannot be changed after the field is created.
    Division/Office* Select one or more divisions or offices. This field appears only for Matter, Invoice, or Matter Participant fields.
    Matter Type Select the matter type for which the field should appear. This field appears only if Matter Type configuration is enabled.
    Contact Type * Select the matter type for which the field should appear. This field appears only if Matter Type configuration is enabled.
    Participant Role Select one or more participant roles. This field appears only for Matter Participant fields.
    Location Select one or more locations where the field appear. 
    Required Select the check box to make the custom field required.
    Searchable Select this check box to make the field searchable. This appears only for Matter, Invoice, and Matter Participant fields.
    Visible To

    Select one or more roles that can view the field.

    • All Users: Includes all users of CounselLink.
    • All Corporate Users: Includes all client users who can access the matter or invoice.
    • All Law Firm Users: Includes all law firm users who can access the matter, invoice, law firm, or law firm office.
    Visible To (For Contact) Select one or more corporate user roles that can view the field.
    Help Text Enter help text to provide additional guidance to users.
    Notes Enter internal notes related to the field.
  3. Click Save.

New fields are created with a default status of Active. To make the field available to users, click Publish. If the custom field includes list options, you must add at least one list option before publishing.

Field Types

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Field types determine what kind of data a field can contain. Choose carefully, because the field type cannot be changed after publication.

Always consider the downstream impact when creating a new field type. Once published, it cannot be changed.

Single Line Text

Single line text is a one-line input field that accepts all types of text.

Field Information
Display Width* Sets the width of the text field. The default is 40 characters and must be less than or equal to the Maximum Input Size.
Maximum Input Size* Sets the maximum length of the field. The default is 40 characters and must be between 1 and 255.
Unique across all XXXX Ensures the field value is unique across all object types.

 

Multi Line Text

Multi line text is an input field that accepts all types of text.

Field Information
Display Width Select One Column or Two Columns.
Display Height Enter the maximum height. The default is 4.

 

Rich Text Field

Rich text field displays a field that allows simple formatting options (font selection, font size, bold, italics, etc.)

Display Height: Type the number of rows to be displayed. The default value is 4.

Dropdown List

Provides a drop-down field from which users select one item.

Field Information
Lookup List Type Select Global to use a reusable list or Local to create a list specific to this field.
Option Value If Local is selected, choose whether to use the option name as the value or enter a separate value.
Sort by If Local is selected, sort by Name or Sequence Number.
Display Width Select One Column or Two Columns.

 

Dropdown List (Related Options)

Provides a drop-down list whose values depend on other user selections.

Checkbox (single)

Provides a yes/no check box.

Checkboxes (multiple)

Provides a list in which users can select multiple options.

Radio Buttons

Prompts users to select one option from a list.

Field Information
Lookup List Type Select Global or Local.
Option Value If Local is selected, choose how option values are stored.
Sort by If Local is selected, sort by Name or Sequence Number.

 

Multi-Select Dropdown

Allows users to select multiple values from a drop-down list.

Field Information
Lookup List Type Select Global or Local.
Option Value If Local is selected, choose how option values are stored.
Sort by If Local is selected, sort by Name or Sequence Number.
Display Width Select One Column or Two Columns.

 

Lookup

Allows users to type characters and select a matching item from a list.

Field Information
Lookup List Type Select Global or Local.
Option Value If Local is selected, choose how option values are stored.
Sort by If Local is selected, sort by Name or Sequence Number.

 

Multi-Select Lookup

Allows users to type characters and select multiple matching items.

Field Information
Lookup List Type Select Global or Local.
Option Value If Local is selected, choose how option values are stored.
Sort by If Local is selected, sort by Name or Sequence Number.
Display Height Sets the height of the field. The default is 2.

 

Contact

Contact creates a field that allows the user to select multiple options from the Contact Type filter and Contact Group filter list.

Field Information
Contact Type Filter Select one or more Contact Type options for the user to choose from.
Contact Group Filter Select one or more Contact Group options for the user to choose from.
Display Width Select the width of the field to be one or two rows.

 

Contact Group

Allows users to select multiple options from the Contact Type and Contact Group filters.

Field Information
Contact Type Filter Select one or more Contact Type options.
Contact Group Filter Select one or more Contact Group options.
Display Width Select whether the field displays in one or two rows.

 

Numeric

Accepts numeric values only.

Field Information
Display Width Enter the width. The default is 40.
Decimal Places Enter a value from 0 to 6.
Minimum Value Enter the minimum value.
Maximum Value Enter the maximum value.

 

Money

A numeric field for monetary values.

Field Information
Display Width Enter the width. The default is 40.
Minimum Value Enter the minimum value.
Maximum Value Enter the maximum value.
Allow None? Select this check box to display None when the field is empty.

 

Percentage

A numeric field stored in decimal format.

Field Information
Display Width Enter the width. The default is 40.
Decimal Places Enter a value from 0 to 4.
Minimum Value Enter the minimum value.
Maximum Value Enter the maximum value.

 

Date

Accepts a date in mm/dd/yyyy format.

Email Address

Accepts only characters valid in an email address.

  • Maximum Input Length: Up to 255 characters.

Postal Code

Accepts numeric characters only.

  • Maximum Input Length: Up to 15 characters.

Phone Number

Accepts characters valid in a phone number.

  • Maximum Input Length: Up to 40 characters.

URL

Accepts only characters valid in a URL.

  • Maximum Input Length: Up to 255 characters.

Selecting Matter Type

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When creating or editing a custom field, table, block, or section, you can select the Matter Type to which the item applies.

If you select no Matter Type, the custom field or table will appear on all matters.

  1. Create or edit the field, table, block, or section.

    • Click the ellipses button next to Matter Type. The Select Matter Type window displays.

    • Type the name of a Matter Type in the field. Matter categories and types appear in the drop down.

    • Select a category or type from the list. The selection appears in the Matter Type field.

  2. Repeat this process to add more types or categories as necessary.

Editing a Field

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You can edit a field, table, or block from its overview page.

Or, you can edit a field, table, or block by selecting it from the Fields list of the overview page and clicking the Edit button.

Finally, you can edit a field by clicking on the the gear () icon within that field on the Configurable Fields Layout page.

  1. Modify the required fields.
  2. Click Save.

Deleting a Field

Delete a field if it was created in error or if it must be recreated with a different field type.

Once a field, table, or block has been published, it can only be inactivated, not deleted.

You can delete one or more unpublished items from the Fields tab by selecting them and choosing Delete from More Actions.

You can also delete a single unpublished item from its overview page.

Click Status Report in the confirmation message to verify your change.

Copying an Existing Custom Field

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You can copy an existing field when you need a similar field and want to avoid repeating the full setup.

You can copy an active or inactive field. If you copy an inactive field, the new field appears in the Active list.

  1. Select the field on the Fields tab.
  2. Click More Actions.
  3. Select Copy. 

  4. Navigate to the new fields by searching for 'Copy of' in the list.

  5. Edit as necessary.

Using the Edit Layout Button

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The Edit Object Layout button on the Fields tab opens the layout for the selected Field List View.

For example, if you have selected the Matter Field List View, the button will show as Edit matter layout:

  1. Click the Fields tab on the Administer Configurable Fields page.
  2. Select an object from the View drop-down list. The Configurable Field List for the selected object displays.
  3. Make edits as necessary.

Activating a Custom Field

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You can reactivate inactive fields, tables, or blocks. Inactive items remain visible in the field list.

You an activate one or more custom items from the Administer Configurable Fields page or a single item from its overview page.

  1. On the Fields tab, select Inactive on the Filter By drop-down list.

    The list updates to display all fields that are currently inactive.

  2. Place a check mark next to the field(s).
  3. Click More Actions.
  4. Select Activate. 
  5. Click Publish.

Activating from the Overview Page

  1. Click on a name from the Administer Configurable Fields page to access its overview page.

  2. Click Activate.

  3. Click Publish.

Inactivating a Custom Field

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You can inactivate a custom field you no longer need. Inactive items remain visible in the field list.

You an inactivate one or more custom fields from the Administer Configurable Fields page or a single field from its overview page.

From the Administer Configurable Fields Page

  1. On the Fields tab, select Active on the Filter By drop-down list. By default, the list shows all active fields.

  1. Place a check mark next to the field(s).
  2. Click More Actions.
  3. Select Inactivate.
  4. Click Publish.

From the Field Overview Page

  1. Click on a field name from the Administer Configurable Fields page to access its overview page.

  2. Select Inactivate.

  3. Click Publish.

Understanding Locations

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The following table describes the location for all the object types.

Location Description
Matter Includes locations such as Matter Additional Information, Matter Disposition, Matter Summary Report, Matter Withdrawal, Matter Custom Data, Invoice Additional Information, Invoice Overview Report, and Printable Invoice. Some are edit-mode pages and some are view-mode pages.
Invoice Includes Invoice Additional Information, Invoice Overview Report, and Printable Invoice.
Contact Includes Contact Additional Information. This location is read-only.
Matter Participant Includes Matter Participant Additional Information. This location is read-only.
Law Firm Includes Invoice Additional Information, Invoice Overview Report, Printable Invoice, Law Firm Additional Information, and Law Firm Office Additional Information.
Law Firm Office Includes Invoice Additional Information, Invoice Overview Report, Printable Invoice, Law Firm Office Additional Information, and Contact Additional Information.

Using the Field, Table, and Block Overview Page

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An item’s overview page contains key information about the field, table, or block. From this page, you can edit the item, manage its status, and manage related lists, fields, and rules.

Open an overview page by clicking the item name on the Fields tab. To return, click Back to Administer Configurable Fields.

Using Actions on the Overview

Action Details
Edit Edits the details of the field, table, or block.
Activate Activates the item.
Inactivate Inactivates the item.
Delete Deletes the item if it is unpublished.

Using List Actions on the Overview

These options appear only for custom items with list options, such as drop-down lists, radio buttons, and check boxes.

Action Details
Create Creates a new list item.
Edit Edits the selected list option or options.
Convert to Global Converts the list to a Global Lookup List.
Import Imports list options.
Export Exports list options.
Activate Activates selected inactive list options.
Inactivate Inactivates selected active list options.
Delete Deletes selected list options if they are unpublished.

Using Fields Actions on the Overview

If your custom item is a table or a block, you can take various actions to its fields from the overview page.

Action Details
Create Creates a new field for the table or block.
Edit Edits the selected field.
Delete Deletes selected unpublished fields. Published fields can only be inactivated.
Activate Activates selected inactive fields.
Inactivate Inactivates selected active fields.
Move down Moves the selected field down one position in the list.
Move up Moves the selected field up one position in the list.

Using Rule Actions on the Field Overview

Action Details
Create Creates a new rule for the field.
Edit Edits the selected rule.
Delete Deletes one or more selected rules.

Mass Updating Field Settings

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The Update Field Settings feature lets you update settings for multiple custom fields at once.

  1. Click the Fields tab on the Administer Configurable Fields page.
  2. Select a View from the Field List View drop-down list.
  3. Place a check mark next to the field(s).
  4. Click More Actions.

  5. Select Update Field Settings.

    The Mass Update Configurable Fields Settings window displays.

  1. Edit the Update Details section as needed.

    • Select a setting from the Setting list.

    • Select a value rom the Update To list.

    The following table describes the Update Details section.

    Setting Update To
    Location Select one or more locations.
    Required Select the check box to make the selected fields required.
    Visible To Select one or more roles that can view the selected fields.
    Division/Office Select one or more divisions or offices.
    Matter Type Search for and select the relevant matter type.
  2. Optional: Click Save and Continue and continue making additional changes.
  3. Click Save.

About the History Tab

The History tab displays all events related to changes made to custom fields, rules, and Global Lookup Lists.

Viewing the History

The History tab includes general information about events that occurred on the Administer Configurable Fields page.

Detail Description
Event Description Displays the event description.
Event Date Displays the event date. Click the icon to reverse the event order.
Name of the item Displays the name of the item that was changed. Click the link to open its overview page.
Initiated By Displays the name of the user who initiated the event.
Description Displays detailed information about the event.

Searching the History of Administer Configurable Fields

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The History tab includes filters you can use to search for events. By default, it displays all events from newest to oldest.

  1. Click the History tab on the Administer Configurable Fields page. Your search criteria is available in the Configurable Field List-Rules section.

  2. Select an option from the Select One drop down list.

    Option

    Description

    Event Description

    Finds results that match the event description.
    Date Finds results that match a specific event date.
    Name of the item

    Finds results that match the name of the changed item.
    Changed By

    Finds results that match the user who initiated the change.

  3. Select an option from the Please Select drop-down list.

    Option

    Description

    Is equal to

    Find events that contain exactly the entered terms.
    Is not equal to

    Find events that do not contain the entered terms.

    Contains

    Find events that contain the entered terms.
  4. Type the search text in the third field.
  5. Click Go. 

The search results are displayed. The search results display. Each new search acts on the current result set until you click Reset.