Custom fields are used to collect data outside the standard set of fields Novi provides. To create a new custom field, follow the steps in this article.
"Set of Options" is a type of custom field that allows you to enter specific options for users to choose from. You may think of this as a "drop-down" field.
Within the custom field modal, you can perform the following actions on the list of options:
Add New Options
You can add new options to a custom field manually or via import.
Manual (one at a time)
Whether you're setting up a new custom field or editing an existing one, you can add a new option to the list by following these steps:
1. Type the name of the new option in the field (at the bottom of the list).
2. Then click the Add button (in the Action column).
3. Click the Save & Close button.
4. If applicable, update any custom reports that are using this custom field (more info below).
Import (great for adding a lot of options at once)
To import a list of options into a "set of options" custom field, you'll need to create the field first. Then, follow the steps below to import values:
1. Find the field in the Custom Field list on the backend and click the Import Options link in the Action column.
2. In the "Import Set of Options" modal (see image below), copy and paste the values into the field.
3. Select the appropriate Delimiter:
New Line: Each value is entered on a separate row
Comma: Each value is separated by a comma
Semicolon: Each value is separated by a semicolon
*Remember: Dropdown options can have commas in them, but they can't include semi-colons
4. Click the Save & Close button to import the values.
Items of Note (for importing values):
Values will be added to the custom field in the order they are imported, so be sure to alphabetize the list before importing (if desired). Also, imported options will be added below existing options (if applicable). To change the display order after import, refer to the section below.
There is a limit of 75 characters for each value. If any values exceed the limit, the import will stop and an error message will be displayed.
If the custom field already had options and you try to import a duplicate value, no problem! The system will only list the option once.
Remove Existing Option
If you need to delete an item from the list, there are two options to choose from - replace existing values with another value in the list, or clear the existing values.
Remove Option & Replace Existing Values
To remove and replace, follow these steps:
Find the option and click the "Remove" button
The option to "replace existing values" will be selected by default
Click on the drop-down and select the value that will replace the value you're deleting
Click the "Replace" button to apply the changes
Click the "Save & Close" button
If applicable, update any custom reports that are using this custom field (more info below)
Remove Option & Clear Existing Values
If you need to delete an option from the list, and you don't need to replace existing data with another option, follow these steps:
Find the option and click the "Remove" button
Select the radio button for "Clear all existing values"
Click the "Remove" button to apply the changes
Click the "Save & Close" button
If applicable, update any custom reports that are using this custom field (more info below)
Note: The ability to delete an option and clear existing values is limited if the custom field is being used in dues rule(s) or group condition(s). You'll instead need to choose a replacement value in order to keep your dues rules and group conditions intact.
Rename Existing Option
To edit the name/label of an option:
Click the "pencil" icon next to the option (see Edit in image below)
Delete the current name and type in the new name
Click the "save" icon next to the field (see Save in image below)
Click the "Save & Close" button at the bottom of the modal
If applicable, update any custom reports that are using this custom field (more info below)
Note: If a custom field Set Of Options is being used as a Member Directory Filter, when removing or renaming options a warning will show reminding you that with changes to these values, you may need to update custom content on any unique directory pages using the field as a pre-filtered setting.
Change Display Order
To move an option up or down in the list, you can drag & drop the item to the correct placement.
Note that this will not update the order of existing values on a member or attendee record, but it will update the way the drop-down is displayed when selecting new values.
Save & Close
After making all of your edits to the custom field, don't forget to click Save & Close!
NOTE: Once you click the Save & Close button on the modal, the system will start processing the updates. Depending on what changes were made and how many records are affected, this could take a few minutes. These updates apply to:
Member records
Event attendee records
Novi Groups
Update Custom Report Conditions
*IMPORTANT* Don't Miss This Step!
When changes are made to the options in a "set of options" custom field, Novi will automatically update member records with this value, event attendee records, and any Novi Groups that are using this field. However, we will not automatically update your custom report conditions. Since report conditions are more fluid, we don't want to make any assumptions and alter the setup of your custom reports. Be sure to check your custom report conditions and update as needed, especially if you rename or remove an option from the custom field.