How do I add a free field?
Of course, you can use our AFAS consultancy to help you with this. But we are happy to tell you how you can do it yourself!
Open the Management tool via General > Administration > Management tool. Select and then open the function group in which you wish to add a new free field.
Tip: ensure that no one in the function group is working, so that no error messages can occur.
In the window that opens, select the file to which you wish to add a new free field in the left-hand section. Then click on ‘New’. Whether it is ‘Green plus sign’ in the right-hand part of the window to add a new free field. A window will open in which you can define the new free field. Click on ‘Complete’, to create the free field.
Please note! It is no longer possible to change the field type and the fields under option after the field has been created.
What different field types can I choose from?
There are various types of fields that can be used in a free field. The six most commonly used types of fields are discussed below. Click here for a complete overview.
Text
This is a single-line text field with a maximum of 255 characters. Ideal for a few words or if you are brief.
Memo & Formatted Memo
Use these fields if you need a field with more than 255 characters. With this type of field, you can also set the number of visible lines. The difference between these two types of fields is that with ‘Formatted memo’ You can also format the text you have entered. This allows you to change the colour of your text, alter the font size or add a link to the text. Handy, isn't it?
Date & Date/time
With these types of fields, it is possible to save the date and time. Please note that once the field has been created, you cannot change it. So think carefully in advance about what you need.
Numeric or decimal number
These are the only two types of fields where it is possible to use numbers. The difference? With decimal, it is possible to use numbers after the decimal point. With numeric, only whole numbers are used.
Yes/No
A yes or no type field stores the data as a 1 or a 0. It is displayed as a check box.
Table link
With this type of field, you link a pre-filled (free) table. This gives the user a dropdown or selection field, in which the values from the table can be found. Read below to find out how to create a free table.
File link
A file link is similar to a table link with a free table. With a file link, the user also sees a dropdown or selection field. The difference is that here you choose from values in a Profit table. Think, for example, of a list of all users that you can choose from a field on the employee. This is how you link two tables together.
You won't use this option very often, and it's for the real AFAS experts. So don't be surprised if you don't understand it right away.
Create a free table and link it to a free field
A free field link with a free table is perfect if you want the user to only be able to use predetermined values. For example, do you want the user to only be able to choose from a list of 12 different courses? Then place these courses in the table. Nice and practical: it is possible to add to the table afterwards.
Open the view via General > Layout > Free table. Create a new table by clicking on the button at the top left‘New’Click on 'Add new field'. In the description field, enter the name you want to give the table. Remember the name! You will need it later to link a free field to the table. Now enter the Length code and Length description These are linked together. This makes it possible to retrieve the description later using a code. For example, code 026 corresponds to the Company Emergency Response Officer (BHV) course. Success? Now fill in the table with data.
Free field in context
Once a free field has been created, it is automatically placed in the linked context. In the context, you can assign the desired preferences to the free field. Such as preferred values for the field. Or whether the field is mandatory. The context can be linked to a profile so that these settings are applied.
How do I add a free field to a tab?
It is only possible to add a free field to free tabs. Standard tabs supplied by AFAS (Profit) cannot be modified. However, you can create a duplicate tab.
To add a free field to a tab, double-click on the desired tab. A view will now open showing the name of the tab, a list of available fields and a list of fields on the tab. Using the arrows in the middle, you can move the fields between the different lists and arrange them within the lists.
Authorising tabs in AFAS Profit and for InSite/OutSite
After you have created a new tab, the authorisation tool screen will open. At least, for users who have the rights to do so. If you want to change the authorisation at a later time, you can do so directly via the authorisation tool. In the authorisation tool, open the left tab ‘Maintenance groups’ the user group you want to authorise for the tab. In the right-hand column, click on the ‘Authorisation’ and navigate to the tab you wish to authorise. At the bottom, you will see the three authorisation options you can choose from.
For InSite and/or OutSite, tabs must be authorised separately. In Profit, you authorise via ‘In & OutSite’the functionality properties. Via ‘Page components’Select which tabs the user may view, maintain, or not be permitted to interact with or view at all.
Profit offers various forms of flexible configuration. This is beneficial, as it allows you to tailor it entirely to your organisation, processes, and requirements. Before you begin configuring, first investigate which form is most suitable for your organisation.
Are you unable to configure the free fields as desired? Or are you unsure where to begin? One of our AFAS Specialists will be happy to assist you with tips and a plan of action.
