The ability to create and manage custom fields is limited to firms on Aiwyn Engagements and/or Aiwyn Practice.
Who can use custom fields
Custom fields are available only to firms on Aiwyn Practice or Aiwyn Engagements. Within those firms, managing custom fields is a back-end user permission that must be enabled for a specific user by Aiwyn Implementation or Support. Most firm users will not see the Custom Field Management area.
How custom fields relate to your practice management system
If your firm is on Aiwyn Engagements and relies on custom fields for engagements to function, the data in your practice management (or other third-party) system must be mapped to the custom fields in Aiwyn. Creating a field in Aiwyn does not automatically connect it to the matching field in your practice management system. An Aiwyn engineer must tie the two fields together so the data can flow from your system into Aiwyn.
When a practice management integration is in place, custom field values for Clients, Contacts, and Projects populate from that system and simply appear in Aiwyn.
Custom field levels
Custom fields exist at the Client, Contact, or Project level. A field created at a given level applies to every record of that type. For example, a Client-level field appears on every client record.
Creating and editing custom fields
Select Configure Fields to open the management area.
Adding a field
- Enter a unique Key. It cannot match the key of any existing custom field in that section.
- Enter a unique Display Name.
- Optionally add a Description.
- Select a Type:
- Boolean – a checkbox (yes/no, on/off)
- Integer – a number
- String – text
Editing a field
You can change a field's display name and description. You cannot change its key or type. You can disable a field; this does not affect existing data, but the field is no longer usable.
Reordering fields
Use the drag handle on the left side of each field to change the order in which fields appear.
Where custom fields appear
Projects (Aiwyn Practice only)
Project-level custom fields appear when creating a new project, including projects created from a template. The field is set on the project itself, not on the template.
Engagements-only firms do not see projects in Aiwyn, so project-level custom fields are most visible through their effect on engagement letters, where content can display dynamically based on the projects added and the logic built on their custom fields.
Clients (Practice and Engagements)
Client custom fields display on the main Clients page and, when you open a client, under Client Details near the bottom of the record.
Firms on Aiwyn Practice can edit the client record and enter values directly (for example, checking a Boolean field or typing into a String field).
- Firms on Aiwyn Engagements only can view these fields but cannot edit them. Values come from the practice management system.
Contacts (Aiwyn Practice only)
Contact custom fields display on the main Contacts page.
Contact custom fields can be set when editing a contact.
Notes
- All custom fields are optional. There is currently no way to mark a custom field as required.
- Custom field management is granted per user and requires the firm to be on Aiwyn Engagements and/or Aiwyn Practice.