8.1.5 Creating a Report Using Custom Fields

This lesson will show you how to create a report that uses custom fields. Before you do this, you should know how to create a basic report which you can see here. You will also need to know how to add conditions which you can find here.

Access case custom fields

In order to create a report that uses custom fields you have added to the system, the process is a little more complicated.

This example will show you how to generate a basic report using case custom fields. First, look up custom fields under the case heading.

Add Custom field entites

There are two entities you must add for each custom field you want to use:

1. The value, enter this as a column
2. The Custom field ID, which should be entered as a condition
   You will notice that each custom field option is numbered, it does not matter what numbers you choose to add, as long as the value and custom field ID's are for the same numbers as these will be used to define the specific custom fields each number refers to.

Look up custom field IDs

To specify your custom field IDs you can use the Merge Field helper tool within a case, the custom field ID will be displayed beside each custom field in the case.

Using the merge field helper, pick out the IDs of the fields that you wish to use in your report. You should manually copy and paste the custom field ID as the "copy" option in the far column copies the merge field for use in templates, rather than the ID which is used in reports.

In this example we have circled the custom fields we will be using:

1. Project Title
2. Project Lead
3. Credit Check

Specify your custom fields

To specify your custom fields you must set the each value condition ot the ID of the custom field you wish to use.

The numbered examples from the custom field reports are shown here being used as conditions.

The column titles should also be changed to reflect the custom fields that will inhabit them. For example the first custom field is "Project Title" so the field ID condition for Custom Field 1 will be set to the ID of the Project Title field, in this case "3222".

You can do this for up to 15 custom fields in each report that you create.

Results

When the report is generated, the system will cross reference the Field IDs with the custom field numbers to generate the right custom fields in the right places.

Adding client custom fields

Client custom fields can be added in the same manner as case custom fields. However, the relevant entities and IDs are located in different places.

Client custom field column entities can be found under "Client Fields", itself under the "Client" option on the entities list.

Client custom field can be viewed in the merge field helper on any case. Simply scroll past the case data to view your client fields and locate the IDs of any custom fields you need for your report.