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    Manage Labels and Custom Fields
    • 27 Feb 2024
    • 12 Minutes to read
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    Manage Labels and Custom Fields

    • Updated on 27 Feb 2024
    • 12 Minutes to read
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    Article summary

    Abstract

    The default or out-of-the-box configuration includes standard fields with default specifications for attributes that determine how the fields are displayed, whether field validations are applied, and whether the fields are enabled, searchable, required, or encrypted.

    Introduction

    The default specifications and the selection of standard fields represent the most common configuration. Clients may want to configure additional fields to ensure the application reflects their nomenclature and business practices. To accommodate client needs, you can modify attributes for standard fields or create new fields and add them to screens as needed (and as allowed).

    • Add custom fields for Applicant entity

    • Display dictionary values as radio buttons

    • Edit field labels, validations

    • Enable/disable

    • Encryption

    • Required/optional

    • Dictionary used on field

    • Height/width

    How to Access the Screen

    1. In the Global Toolbar, display the Settings menu and select Settings.

    2. Select the System Configuration tab, if necessary, to display system configuration options.

    3. Display the Show drop-down list and select Labels and Custom Fields. The Manage Labels and Custom Fields screen displays. Note: Use the Show statement to display standard fields or display options for creating a custom field.

    Tasks You Can Do on This Screen

    • Save icon

      - Modify and save standard fields, or create and save custom fields.

    Field Descriptions on This Screen

    Screen Item

    Description

    Field Class (list pane)

    Specifies the field class (entity) for which fields are displayed in the list pane. When you select a field class from the drop-down list, the list pane refreshes to display the fields associated with the selected field class.

    Field Name (list pane)

    Enables you to search for a field by field name. To search for a field, enter the full or partial field name in the Field Name text box. The list pane refreshes to display only the fields that match your search text.

    Display Label (list pane)

    Enables you to search for a field by display label. To search for a field, enter the full or partial display label text in the Display Label text box. The list pane refreshes to display only the fields that match your search text.

    Restore Defaults button

    Restores default settings to a standard field that was modified.

    Field Name

    Indicates the name of the field.

    Enabled

    Indicates whether the field is currently enabled. For core fields that must be enabled at all times, this check box is visible, but cannot be changed.

    Display Label

    Specifies the label used on screen to identify the field. Note: Although the display label and the field name may sometimes be the same, they are different attributes. The field name identifies the field for system use and tracking; the display label specifies how the field is identified on screen for the end user. If a client wants to change the name of a field on screen - for example, change cell phone to mobile phone - you would change the display label for the field.

    Field Category

    Allows you to view/edit the category mapped to any Talent Suite entity field. It is a drop-down mapped to dictionary D_FIELD_CATEGORY. NewHire and Requisition are the default available values, but by selecting the book icon

    book_icon.jpg

    , the value is changeable.

    Field Type

    Indicates how the field functions. If you are working with a standard field, you cannot change the field type. If you are creating a custom field, this item appears as a drop-down list and you select a field type. The following field types are available:

    • Boolean: Displays a check box. Allows a user to enable or disable a feature or to select multiple items in a table.

    • Dictionary: Displays a drop-down list from which users can select a single item. Items that appear in the list are stored as dictionary values.

    • Multi-Selectable Dictionary: Allows users to select multiple items from a list. Items that appear in multi-select lists are stored as dictionary values.

    • Date: Displays a calendar pop-up that can be used to specify a date.

    • Integer: Accepts numeric values from 0 - 9 and does not support any non-numeric values, including special characters.

    • String: Accepts alphabetic and numeric values for short answers. If space is needed for an explanation or a lengthy answer, you can specify a text area of a specific height (in rows) and a specific width (in characters).

    Create New Field icon

    Create New Field icon

    Lets you add a custom field for the Applicant entity. Note: The Create New Field icon only displays when you access the Manage Labels and Custom Fields screen from the System Configuration tab. It does not display if you access the Manage Labels and Custom Fields screen from the Multiple New Hire Portals tab. You can add unlimited custom fields for the Applicant entity, and configure each of the custom dictionaries, custom dates, custom Boolean, custom integers and custom string data types.

    Searchable Field

    Indicates whether the field can be used in search criteria.

    Required

    Indicates whether user input is required. If this check box is unchecked, user input is optional.

    Field Validation

    Indicates which field validation rules, if any, are applied to the field. Field validation rules are predefined rules against which the format of a field entry is compared to determine whether it is valid. Note: Remove any field validation by deselecting (CTRL+Click) any highlighted value in the Field Validation field.

    Display Format

    Indicates the format in which data appears for date fields and text fields that house postal code or currency values. Available formats are:

    • None

    • Short Date

    • Long Date

    • Postal Code

    • Currency

    Encrypted check box

    Indicates whether the field data is encrypted.

    Searchable Field check box

    Indicates whether the field data is searchable.

    Due Date Driving Field check box

    Define which fields drive due date functionality. This setting is only applicable to date type fields belonging to Applicant and Job Application entities. For Job Application, the Candidate Start Date (default field JobApplication.candidateStartDate) MUST ALWAYS BE SELECTED (cannot be deselected) to be a due date driving field in labels and custom fields. By default, it is not selected.

    I-9 Section 2 Start Date Driving Field check box

    Applies to all date fields. It allows admin users to configure from which date field the new hire start date should be populated. By default, the check box is unchecked.

    Display as Radio Buttons in NHP

    Enables the display of dictionary field values as radio buttons in Onboard activity forms.

    Field Validation Variables

    Specifies variables required for field validation rules. This item does not appear on screen if there are no validation rules assigned to the field. The variables required vary depending on the type of validation rule that is assigned to the field.

    Modifying Standard Fields

    Abstract

    If a standard field doesn’t meet a client’s needs, you can change its attributes to suit the client’s preferences for how it displays, whether the format is validated, or whether it is required, searchable or encrypted.

    If the client doesn’t want to use the field, you can disable it if it isn’t a required core field. Disabling a field prevents it from displaying on screen.

    Standard fields are categorized by field class. A field class identifies a specific feature, aspect of functionality, or a sub group of related fields. For example:

    • Fields categorized under the Job field class pertain to job requisitions, including fields that appear on job templates and fields used to track the requisition status.

    • Fields categorized under the Job Application field class pertain to the job application process, including fields used to gather referral information, fields used to disposition applicants, and fields used by applicants to authorize screenings.

    • Fields categorized under the Phone field class pertain to applicant phone numbers, including fields to identify the level of phone number, whether it is a primary contact number, whether a recruiter can leave a message at that number, and so on.

    1. Display the Manage Labels and Custom Fields screen.

    2. In the Show statement, display the By Field Class For drop-down list and select Standard Fields.

    3. In the Show statement, display the In Language drop-down list and select the appropriate language.

    4. In the list pane, display the Field Class drop-down list and select the field class with which the field is associated. All the fields associated with the selected field class display in the list pane.

    5. To specify a specific field or limit the number of fields listed, enter all or part of the field name in the Field Name text box in the list pane, or enter all or part of the display label in the Display Label text box. For example, if you know the field name is Approval Date, you can enter approval date to display only the Approval Date field in the list pane. If you aren’t sure of the precise name, you can enter approval to display only the fields with approval as part of the name or display label.

    6. In the list pane, select the field you want to modify. Note: If a field appears in light gray text in the list pane, it is not currently enabled in the system. When you make your changes, you need to select the Enabled check box to enable the field.

    7. Make your changes. Note: If you assign a validation rule to the field the system may display additional required fields pertaining to the selected rule.

    8. In the Field Validation field, remove any field validation by deselecting (CTRL+Click) a highlighted value.

    9. Select the Save icon Save icon.

    10. If you need to undo your changes, select the Restore Defaults button.

    Creating Custom Fields

    Abstract

    If a client’s needs go beyond modifying a standard field, you can create a custom field and add it to the appropriate system screen.

    The steps you take in the Labels and Custom Fields screen create the custom field and make it available for use. However, you must use the Manage Field Sequence screen to add the field to a system screen.

    When creating a custom field, consider the following:

    • How the field is used. This determines the field type you use.

    • Which field class it belongs to. This determines the system screens to which the field can be added.

    Note: The number of fields you can add differ based on the field class with which you are working.

    1. Display the Manage Labels and Custom Fields screen.

    2. In the Show statement, display the By Field Class For drop-down list and select Custom Fields.

    3. In the Show statement, display the In Language drop-down list and select the appropriate language.

    4. In the list pane, display the Field Class drop-down list and select the field class for which you create the field. Note: Not all field classes allow the addition of custom fields.

    5. Display the field type drop-down list and select a field type.

    6. Specify Display Label text and any other attributes as necessary.

    7. Add a custom field for the Applicant entity by selecting Applicant then selecting the Create New Field icon Create New Field icon. Note: This icon only displays when you access the Manage Labels and Custom Fields screen from the System Configuration tab. It does not display if you access the Manage Labels and Custom Fields screen from the Multiple New Hire Portals tab. You can add unlimited custom fields for the Applicant entity.

    8. Select the Save icon Save icon. The custom field and its display label text appear in the list pane.

    9. If you need to undo your changes, select the Restore Defaults button.

    Field Validation Rules and Descriptions

    Abstract

    Validation is applied in the Labels and Custom Fields screen.

    Table 32. Field Validation Rules and Descriptions

    Rule Name

    Rule Description

    Field Type

    Alphabetic

    Only contains characters a-z or A-Z.

    String

    Alphanum

    Only contains characters A-Z, a-z, or 0-9.

    String

    capability

    Begins with “CAP_CUSTOM_”. Only contains upper case alphabetic (A-Z), numeric (0-9), or underscore (_).

    String

    Cazip

    Format is LNL NLN, where L is a A-Z (capitals only), N is 0-9, and the separating space is required. For example, “A1B 2C3”.

    String

    Cost

    Non-negative monetary value. Must be a non-negative integer of one to ten digits, or a non-negative float, where a float is one to ten digits followed by a decimal point, followed by at most two digits.

    String

    Date / Date Validator

    Valid date value

    Date

    Date / Past Date

    Valid date value / past date

    Date

    Date / Future Date

    Valid date value / past date

    Date

    Dictionary

    Value(s) must be among the currently enabled values for the associated dictionary.

    Dictionary

    Digit Dash

    Only contains characters 0-9 or hyphen (-).

    String

    Email

    Check the following:

    • Contains no whitespace.

    • Contains one at-sign (‘@’).

    • Contains at least one period (‘.’) after the at-sign.

    String

    Email List

    Check to see that this is a list of semicolon (‘;’) separated email addresses, where each email address obeys the email rule.

    String

    Field Name

    Alphabetic (A-Z, a-z), or numeric (0-9) or underscore (_).

    String

    Integer

    Integer value

    Integer

    Integer<X>to<Y>

    Must be an integer value between X and Y. For example, integer0to100 means that the value must be an integer between 0 and 100.

    String, Integer

    Integer Max <X>

    Must be an integer value less than or equal to X. For example, integermax100 means that the value must be an integer less than or equal to 100.

    String, Integer

    Integer Min <X>

    Must be an integer value greater than or equal to X. For example, integermin100 means that the value must be an integer greater than or equal to 100.

    String, Integer

    Lens Punctuation

    Must contain at least the following six characters in any order: “@&-’,.”.

    String

    Max Length N

    The field length must be no greater than N. For example, Max Length 4 means that the field length must be no greater than 4.

    String, Integer

    Max Length Approval

    Length no greater than 900.

    String

    Max Length Cand Name

    Length no greater than 10.

    String

    Max Length Cand Password*

    *This is not a Talent Suite Gatekeeper user password validation.

    Length no greater than 10.

    String

    Max Length Dict Entry

    Length no greater than 40.

    Dictionary

    Max Length Email

    Length no greater than 100.

    String

    Max Length Email Body

    Length no greater than 32000.

    String

    Max Length Email List

    Length no greater than 1000.

    String

    Max Length Extension

    Length no greater than 6.

    String

    Max Length Generic

    *Typically set as default String field validation.

    Length no greater than 200.

    String

    Max Length Job Desc

    Length no greater than 32000.

    String

    Max Length Name

    Length no greater than 50.

    String

    Max Length Non Job Desc

    Length no greater than 2000.

    String

    Max Length Note

    Length no greater than 2000.

    String

    Max Length Phone

    Length no greater than 25.

    String

    Max Length Resume

    Length no greater than 64000.

    String

    Max Length Text Value

    Length no greater than 500.

    String

    Max Length Zip

    Length no greater than 12.

    String

    Min Length N

    The field length must be no less than N. For example, Min Length 4 means that the field length must be no less than 4.

    String

    Min Length Cand Name

    Length no less than 4.

    String

    Min Length Cand Password*

    *This is not a Talent Suite Gatekeeper user password validation.

    Length no less than 4.

    String

    Min Length Resume

    Length no less than 50.

    String

    Name

    Only contains the following:

    • alphabetic (A-Z, a-z)

    • apostrophe (‘)

    • comma (,)

    • hyphen (-)

    • period (.)

    • space ( ), must be in the middle, not leading or trailing

    String

    Non Alpha

    Doesn’t contain any alphabetic value.

    String

    Non Negative

    Greater than or equal to zero.

    String

    No Space

    Doesn’t contain any blank space.

    String

    Numeric

    Numeric value. Only contains 0-9 and “.”.

    String

    Path

    Begins with a slash (/), contains no consecutive slashes, and only contains the following:

    • alphabetic (A-Z, a-z)

    • hyphen (-)

    • numeric (0-9)

    • period (.)

    • slash (/)

    • space ( ), must be in the middle, not leading or trailing

    • underscore (_)

    String

    Positive

    Greater than zero.

    String

    Range Reject Days

    Range from 1 to 90 inclusive.

    String

    SSN

    Social Security Number. Format is NNN-NN-NNNN, where N is a digit.

    String

    US CA Phone

    Format is NNN-NNN-NNNN, where N is a digit.

    String

    US Zip

    Format is NNNNN or NNNNN-NNNN, where N is a digit.

    String

    ZIP

     

    String

    Pattern

     

    String

    Field Confirmation

     

    String, Date, Integer

    Bank Routing Number

    When new hires enter a bank routing number, the Talent Suite system validates that the data entered is the correct ABA routing number.

    String

    US CA Phone

    Format is NNN-NNN-NNNN, where N is a digit.

    String

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