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Custom Data

It is possible to define extra fields in Yesplan in addition to the default data that can be input for events, resources and contacts. We call this custom data. This makes it possible to configure Yesplan freely. Extra fields, which are specific for a certain workflow or a certain organization, can be added to Yesplan.

Custom data fields can be added to:

  • events
  • resources
  • resource bookings
  • contacts
  • contact bookings.

They are displayed on their respective inspectors, on the tab of your choosing. You can create extra tabs for this.

Opmerking

For every element to which custom data can be added, there is a separate screen for managing that custom data. These screens are found in the system settings, under the “Events”, “Resources” and “Contacts” tab, by the “Custom Data” or “Custom Data for Bookings” section.

Since the configuration of custom data fields is quite similar for the different elements, we will not discuss every separate screen in detail. We will explain the general functioning of the configuration screen for custom data.

Custom Data Structure§

You can define multiple fields for a certain kind of element (e.g. events, resources and contacts). Instead of presenting these fields as one single long list, Yesplan offers two possibilities for breaking down custom data fields. When displaying the values of custom data fields on inspectors, this breakdown will be respected.

  • Groups: Groups are the highest level of custom data fields in Yesplan. A group has a name and this is displayed above the table in the configuration screen. Please note that the configuration screen only displays the details of one group simultaneously. To see the details of another group, click on the “Open” button next to the group name. You can also customize the order of the groups (this determines the order in which they will be displayed in the inspectors). Use the up and down arrows next to the group name. To edit the name of a group, double-click on it. To delete a group entirely, click on “Delete this Group” on the right side of the screen.

  • Blocks: Within a group, custom data fields can be further broken down into blocks. For example, in the image above, we see that the “Production” group has one block: “Info”. Just like groups, blocks can be moved by clicking on “Up” or “Down” in the Edit column. To edit the name of a block, double-click on it. To delete a block entirely, click on “Delete” in the Edit column.

    To add a custom data field to a block, you slide the field into the block using “Up” and “Down”.

Tip

A custom data field or a block can be moved to another group by moving it to the top or bottom of the group and then by clicking on “Up” or “Down” one more time.

Label, Keyword and Description§

When editing custom data fields you can change the label, keyword and description.

Tip

New in v27 What if you want to retrieve custom data field keywords easily in an inspector? Press the CTRL-ALT (Windows) or CTRL-Option (macOS) keys and the field label will change to the keyword. What if you want to copy the keyword? Click the label while holding down the keys.

Label§

The label of a custom data field gives a (short) name to the field. This label is displayed on the inspector, to the left of or above the input fields. To edit the label, double-click on it.

Keyword§

Modified in v27

The keyword is the internal technical name for the custom data field, and it will be used to refer to this field, for example in the query language, in reports and for integrations that use the API. The keyword can be generated automatically or you can set it manually.

The custom data field with the label “Designer” in the image below is automatically given the keyword production_info_designer while the custom data field with the label “Operator” was manually awarded the keyword “operator”. A manually chosen keyword is displayed in black text, whereas an automatically generated keyword is displayed in grey italics.

All automatically generated keywords are constructed in the same way:

  • they are a compilation of the group, the block and the label of the custom data field, always separated by an _ (underscore). Please note that all spaces and special characters (like ! ? ; etc.) are deleted and capital letters are converted to lower case letters.
  • When you move a custom data field (to another group for example), the automatically generated keyword does not change automatically.

It is often clearer to set the custom data field keywords yourself. To edit the keyword, double-click it:

  • The keyword must be unique in Yesplan, because it used to identify the field. If you enter a keyword that already exists, Yesplan will alert you and automatically give the field a different name that is unique.
  • If you want to delete a manually chosen keyword and replace it with an automatically generated keyword, double-click the keyword, delete the manually chosen value and click “OK”. A new keyword is then created on the basis of the custom data field’s current position in the hierarchy.
  • When you manually choose a keyword, the automatically generated keyword no longer works in the query language, integrations or reports.

Attention

If you change the keyword for custom data fields that are used in reports or for an integration, the fields will not work in those places. This is because keywords are used to query custom data fields in reports and integrations.

Be careful when customizing keywords, and come up with a way to name you keywords in advance.

Description§

The description is an optional field in which you can describe the use or the aim of the custom data field. This description is displayed in the inspectors under the custom data field.

Types of Custom Data Fields§

Yesplan supports different types of custom data. The custom data type determines which values can be entered. Please note that certain types can only be used under certain conditions. The list below is a summary of the different types of custom data fields, when they can be used and their aim.

  • Input field: a short bit of text; unrestricted input.

  • Text field: a longer bit of text; unrestricted input.

  • Numeric input field: a numeric value. Modified in v27 Once created, you can indicate in the “Values” column whether or not a field should be displayed as a percentage.

  • Attachment field: sending a file as an attachment or a link to a file via URL. The maximum file size for uploads in Yesplan is 15 MB.

  • Yes/No field: a field with the options “Yes” or “No”.

  • Dropdown: a list with several predefined choices.

  • Checkboxes: one or more checkboxes, each with a label.

  • Date field: a date.

  • Time Input Field: a time of day (hours and minutes).

  • Date and time input field: a combination of date and time of day.

  • Comment field: this field does not allow for inputs, but it enables you to show a bit of text as a comment between other fields; e.g. a guideline related to entering a certain field. Comment fields appear in the inspectors as green text between the custom data fields.

  • Resource field: a field that can be used to book a resource. Existing resources can be booked and new resources can be created and booked via this field.

    This field is available for events only. A resource that is booked via this custom data field is also displayed in the list of booked resources for that event.

  • Contact field: a field that can be used to book a contact. Existing contacts can be booked and new contacts can be created and booked via this field.

  • Unique sequence field: a custom data field that generates a unique value.

    A unique sequence field is empty by default and will receive a unique value when the button is clicked (under the event, resource or contact where this custom data field is displayed).

    You can create as many unique sequence fields as you want. Multiple series can exist alongside each other. A value is unique within its own series.

    A unique sequence field can consist of more than a sequence value; it can be composed of the following elements:

    • the sequence value
    • bits of fixed text
    • the Yesplan ID of the event, the resource or contact to which it is applied
    • (parts of) the date where and/or time when the button was clicked

    When you click the button, the value of the unique sequence field is generated for this event, resource or contact. The next time you click the button of this custom data field the event, resource or contact will receive the next value (that is applicable at that moment). The sequence value within the unique series is increased each time by one. It is never decreased.

    A unique sequence field can also be emptied again. The deleted sequence value will not be used again in the future. A sequence value within a series is always unique, but the values are not necessarily numbered contiguously.

    When creating the custom data field, you can set the starting value of the sequence value. Later you can see what the actual value of the sequence value is and, if desired, increase it for the future.

Remark

You cannot lower the value of the sequence value because this would destroy its unique character.

You can use a combination of the sequence value, the Yesplan ID, unrestricted text, and date and time for a unique sequence field. You can put together a pattern with these elements. In this pattern, the sequence value is represented by {sequence} and the Yesplan ID by {id}.

For example:

  • If you want to make a unique sequence field from the text “event” followed by a space and a sequence value, then you enter the pattern: event {sequence} If you want a unique sequence field of booking number 123 with Yesplan ID 12438-028283, which looks like “booking-123/12438-028283”, then you enter the pattern: booking-{sequence}/{id}

To express the date and/or time notation, use {datetime:…} and a fixed date, namely Saturday, 3 February 2001 at 16:05:06. It is important that you always use this reference date to express the date and/or time format.

Please note that you must write the date and time elements in English when defining the unique sequence field. The result is displayed in the system language of the Yesplan installation. You can also use unrestricted text in the {datetime:…} parameter, but this is copied literally so it’s not translated into the installation language.

For example:

  • If the button was clicked on 2 February 2014 and you want to see this in the unique sequence field as “2014-02-21” then you enter the following pattern: {datetime:2001-02-03}
  • If the button was clicked on 23 January 2014 and you want to see this in the unique sequence field as “Thu 23 Jan 2014 at 20:22” then you enter the following pattern: {datetime:sat 3 feb 2001 at 16:05}

These elements can also be combined.

For example:

  • If you want a unique sequence field like “event-123-Jan-2014” then you enter the following pattern: event-{sequence}-{datetime:feb-2001}

This is the full summary of the capabilities of {datetime:…}, the reference date is “Saturday February 3 2001 16:05:06” (Saturday, 3 February 2001 at 16:05:06):

Description Use in the Pattern
year 2001
year with leading zeros 01
month 2
month with leading zeros 02
name of month february
name of month capitalised February
name of month in capitals FEBRUARY
name of month abbreviated feb
name of month abbreviated and capitalised Feb
name of month abbreviated and in capitals FEB
day 3
day with space _3
day with leading zeros 03
weekday saturday
weekday capitalised Saturday
weekday in capitals SATURDAY
weekday abbreviated sat
weekday abbreviated and capitalised Sat
weekday abbreviated and in capitals SAT
time in 12 h format 4
time in 12 h format with leading zeros 04
time in 24 h format with leading zeros 16
day part pm
day part in capitals PM
minute 5
minute with leading zeros 05
second 6
second with leading zeros 06
time zone Z Z
time zone +00:00
time zone abbreviated UTC
  • Event labels: This field displays the event labels. Labels can be added to and deleted from an event (or event group) via this field.

    This field is available for events only. At the level of an event group, this field displays all labels that appear on one of the underlying events.

Attention

There is only one set of labels for an event. If you define this custom data field multiple times, for example to show it in different groups or on different tabs, then they are always exactly the same labels. In other words, adding or deleting a label on one location where they are displayed will add or delete it on all other locations where the labels of the event are displayed.

In addition to the fields above, there are also several fields that serve to manage a link with external systems (e.g. integration with a ticketing system). These fields will only be visible if a link is activated that requires their use. For more information regarding the use of these fields, please refer to the manuals of the integrations that Yesplan supports.

  • Publication trigger: this field is used to send Yesplan data to an external system. For example, if a ticketing system is linked with Yesplan, then this field can be added to the custom data of events; once it is ready, the event can be sent to the ticketing system so that tickets can be sold.
  • Remote data: this field is used to display data from an external system in Yesplan. For example, if a ticketing system is linked to Yesplan, then this field can be used to display the ticket statuses in Yesplan.
  • New in v27 Integration data: custom data fields for integration data can be used by webhooks. When creating a field for integration data, you can choose the type:
    • Single-Line Text: a short piece of text; unrestricted input of one line.
    • Multi-Line Text: a longer piece of text; unrestricted input where several lines are permitted.
    • Number: a numeric value.
    • Date: a date.
    • Time: a time of day.
    • Date and Time: a combination of date and time of day.
    • Single Option: a single value, resulting from a drop-down menu selection, for example.
    • Multiple Options: a list containing one or more values, resulting from a selection made from a series of checkboxes, for example.

The configuration screen for custom data shows the type for every field. If the type requires additional parameters, they will be displayed in the “Values” column. These parameters can be changed by double-clicking on them. For custom data fields that expect a list of options (like a drop-down menu or a checkbox), the values entered must be separated by commas.

Attention

It is not possible to change the type of a custom data field once it is set.

Visibility of Custom Data§

It’s often not desirable to display a custom data field everywhere and at all times. Sometimes you only want to display the custom data field on certain inspector tabs, or you only want to show it under certain conditions. For example, the ticket statuses of an event are only important once the event has the status ‘planned’. Similarly, a field that keeps track of the sizes of a resource is only useful for material resources.

You can set the visibility of a custom data field by clicking on “Add” in the “Where or When to Show” column. You will see a drop-down menu with all the possible conditions. When you choose a condition, it will be displayed in one of the columns to the left. In the image above (for events) we see the columns “Inspector Tabs”, “Profile”, “Status” and “Location”. If you choose the “Info” tab from the list of conditions, then “Info” will appear in the “Inspector Tabs” column; this condition is now active. You can remove the active condition by clicking on the delete button next to it.

The tables below are arranged per element type; they offer a summary of the conditions that can be used to determine the visibility of a custom data field and the accompanying rules.

Events§

Condition Description
Tab The custom data field is only visible on the chosen tabs. If no tabs are chosen for this field, then it will not be visible anywhere.
Location The custom data field is only visible if the event takes place in the chosen locations. If no locations are chosen for this field, then the custom data field is visible irrespective of the location where the event takes place.
Event Profile The custom data field is only visible if the event has a certain profile. If no profiles were chosen for this field, then the custom data field is visible irrespective of the event’s profile.
Event Status The custom data field is only visible if the event has a certain status. If no statuses were chosen for this field, then the custom data field is visible irrespective of the event’s status.

Resources and Resource Bookings§

Condition Description
Tab The custom data field is only visible on the chosen tabs. If no tabs were chosen for this field, then the custom data field will not be visible anywhere.
Resource Role The custom data field is only visible for resources with a certain role. If no roles were chosen for this field, then the custom data field is visible irrespective of the resource’s role.
Resource Type The custom data field is only visible for resources of a certain type. If no types were chosen for this field, then the custom data field is visible irrespective of the resource’s type.

Contacts and Contact Bookings§

Condition Description
Tab The custom data field is only visible on the chosen tabs. If no tabs were chosen for this field, then the custom data field will not be visible anywhere.
Contact Label The custom data field is only visible for contacts that have a certain label. If no labels were chosen for this field, then the custom data field is visible irrespective of which labels the contact has.

Management§

Creating Custom Data§

A group can be added by clicking on “Add a Group” at the bottom of the screen. To add a block or a custom data field, make sure that the group to which you want to add this information is open. Click on “Add a Field”. Now choose the correct type from the drop-down menu (or the option “New Block”), enter the label and, if required, options separated by a comma. You finish the process by clicking on the “Add” button.

Editing Checkboxes and Drop-down Menus§

Modified in v27

Once custom data fields of the type “checkbox” or “dropdown” have been created, you can edit the list of predefined values by double-clicking it. However, it’s possible that these values have already been selected, for example on an event. In that case, Yesplan does the following:

  • After you edited the value in the System Settings, the old value will be followed by a red prohibition sign. This indicates that the value has indeed been selected, but no longer exists in the System Settings.
  • If a user selects a different value from the list than the edited one with a prohibition sign, the latter will disappear automatically from the list of checkboxes or options.

For example:

  • You create a dropdown menu with the values “menu 1”, “menu 2” and “menu 3”.
  • A user selects the value “menu 2” in that dropdown menu on the event “Hamlet”.
  • You remove “menu 2” from the dropdown menu in System Settings:
    • In “Hamlet”, the option “menu 2” will be followed by a red prohibition sign for that drop-down menu.
    • “Menu 2” will disappear as an option when another value (e.g. “menu 1”) is selected.

Exporting/Importing Custom Data Fields§

To make the configuration of custom data fields easier, it is possible to export or import fields in Yesplan.

You export fields of a certain group by activating the checkboxes of the fields that you want to export. Then you click on “Export Selected Items” to export those specific fields to a file. To export an entire group, click on “Export Everything”.

When importing, you can choose between importing a new group or importing fields to an existing group. You import a new group by clicking on “Import a Group” (at the bottom, under the list of custom data groups). To import fields to an existing group, make sure that the group to which you want to add this information is open then click on “Import Fields”.

Please note that it is not possible to import a file with custom data fields that was exported from an older version of Yesplan. To discover Yesplan’s current version number, click on “Release Notes” on the “Help” navigation menu item.

Restoring Deleted Custom Data Fields§

Groups, blocks and custom data fields that are deleted do not disappear from the system completely. They can be put back. If there are deleted custom data fields, the option “Show Deleted Fields” will appear at the bottom, under the list of custom data groups. Clicking on this will display a list of deleted fields.

Next to the details of the fields you can “Restore” items in the “Edit” column. If the block or group to which the custom data field belonged still exists, the field will be restored within that block or group. If it no longer exists, you will be presented with a drop-down menu with all existing blocks and groups so that you can indicate where the fields should be added. Clicking on “Delete Permanently” will remove the field from Yesplan permanently. Think twice before doing this.