Advanced Custom Field Functions

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The advanced custom field functions in Real Estate Manager (Real Estate Management) include how the user can create required fields, allow multiple values, and manage lookup field choices.

Required Fields

Making a New Custom Field Required

When creating a new custom field that should be required:

1. Set the Number of Values field to any number greater than 1.
2. When you add this field to an entity type (asset, contract, cost category, or invoice type), you will be required to set a default value.
3. Click Save.

Making an Existing Custom Field Required

To convert an existing optional field to required:

1. First, identify all entity types where the field is currently in use.
2. Set a default value for the field on each entity type.
3. Only after setting default values can you change the Number of Values to greater than 0.

Note: Real Estate Manager will prevent you from making a field required until default values are set for all entity types using that field.

Multiple Values Functionality

Real Estate Manager allows users to add multiple instances of a custom field when the Number of Values is set to >1. For example, let’s set a client wants to track all floors where there are fire extinguishers. Instead of creating separate fields for each floor or using comma-separated values in a single field, the user can:

1. Create one custom field for "Fire Extinguisher Floors".
2. Set Number of Values to allow multiple entries.
3. Add the appropriate number of floor entries for each specific asset. A warning message will be shown if you try to save when there are too many or too few instances of a custom field in use.

This functionality offers several benefits, including a cleaner UI presentation and the elimination of the need to create multiple similar fields. It allows for a flexible number of entries per asset, which enhances adaptability. Additionally, it contributes to better data organization, making the overall system more efficient and user-friendly.

The following are the value limits and validations:

• You can temporarily exceed or fall below the allowed number of values while editing.
• Real Estate Manager validates the count when attempting to save.
• An error message will prevent saving if the number of values is outside the allowed range.
• You must add or remove field instances to meet the requirements before saving.

Lookup Field Choices

Allowing User Additions

You can enable users to add their own values to lookup fields:

1. Check the Allow Additions checkbox when configuring the lookup field.
2. You can add new options while using the field.
3. New user-added options automatically become available choices for all users.
4. These additions appear in the lookup list as if you had created them originally.

Screenshot needed: Lookup field configuration showing Allow Additions checkbox

Managing User-Added Values

Removing Lookup Values

To remove a user-added lookup value:

1. Navigate to the Administration section.
2. Find the Custom Field Configuration and remove the unwanted choice from the field settings.

Deletion Restrictions

The behavior when removing lookup values depends on the Allow Additions setting:

When Allow Additions is not checked:

• Real Estate Manager will show an error if you try to delete a value that's currently in use.
• The lookup item cannot be deleted while it's selected in any entity.
• You must first change the value in all entities using it.

When Allow Additions is checked:

• Real Estate Manager will allow you to remove the lookup item even if it's in use.
• However, you can add the value back since additions are allowed.

Field Value Display

Multiple field values are displayed as comma-separated lists in the interface. This provides a clean, readable format for viewing multiple entries. Each value remains individually editable.