Valcre Online: Creating and Managing Custom Fields

What are custom fields?

Custom fields allow you to customize your Valcre Online instance by adding additional data points for properties, jobs, or contacts that are not already included. These are useful for capturing specific criteria, such as HUD requirements or other unique office-specific information that may not be universal across all appraisals.

Custom Fields can be used in any custom datasheets as well as pull through to Valuation Workbook and Report.

Prerequisites

• Subscription Requirement: Advanced, Professional, & Enterprise
• Permissions: Custom Fields permission must be enabled
• Activation: Contact your Client Success Manager to enable Custom Fields and assign permissions to designated users. 
  • 💡Pro Tip: Limit the number of users managing Custom Fields to 1-2 individuals to prevent duplicate or unnecessary fields, which can clutter your database.

Table of Contents

1. Creating Custom Fields
2. Custom-Calculated Fields
3. Creating A Custom-Calculated Field
4. Using Fields from Different Records
5. Functions in Custom-Calculated Fields
6. Adding Custom Fields to the Search Grid Results
7. Editing or Deleting Custom Fields
8. FAQ

Creating Custom Fields

Step 1: Access Custom Fields

• Select Custom Fields from the left-side menu.
  
  

Step 2: Add a New Field

• Select Add Field.
  
  

Step 3: Assign to a Record

• Choose where the custom field will apply: Job, Contact, Property, etc.

Step 4: Name the Field

The 'Field Name' is what your field will be referenced as in the database. This will differ from the Field Label and needs to be unique within your database. 

• Enter the field name.
  • Note: You can enter this field using the Camel case format (e.g. "FieldName") or, alternatively, use an underscore to separate any words you'd like to include in the Field Name (e.g. "Field_Name"). After selecting Next, you can modify the label to include spaces if desired.

Step 5: Select the Field Type

When adding your Custom Field, you have a number of different options to select from when it comes to designing the field type. 

The options here are as follows:

• Text- Ideal for plain text entries.
• Multiple lines of text- Ideal for entries that require multiple lines of text (e.g. a Comments field).
• Whole number- Ideal for any whole number values.
• Decimal - Ideal for any values that include a decimal (such as a price including cents).
• Select one option - This is for a dropdown list in which the user will be presented with options and required to select one option. 
• Select multiple options - This is for a dropdown list in which the user will be presented with options and have the ability to select one or more option.
• Checkbox  - Ideal for any basic fields that can be handled with a checkbox.
• Date - This will enable the user to enter or select a date using the calendar pop out.
• Calculation - This will allow to create a Custom-Calculated Field type. Learn about this in the next section of this guide

Choose how the field will collect data (e.g., multiple options, text, date, etc.) and select Next.

Step 6: Confirm the Label

• This option is where you can choose how your field will be labelled within the record. It will be auto-filled with the name you previously entered in the "Field Name" field. Here you are able to separate the words with spaces, as well as add any additional characters that you may wish to include. 
  
  
• Adjust spacing if necessary.

 

Step 7: Assign to Offices

• Select the offices where this custom field should be enabled.
  
  
  • 💡Pro Tip: Only enable fields for relevant offices to avoid cluttering databases with unnecessary information.

 

Step 8: Add a Tooltip

• Enter a Tooltip, which will appear when users hover over the field in Valcre Online. This is an optional tool, so feel free to leave this one blank if you don't need any helper text.
  
  

Step 9: Additional Configuration (if applicable)

• Depending on the selected field type, you may need to add options or additional settings.
  
  

Step 10: Save & Publish

• Select Save & Publish to finalize the custom field.
  
  
  
  
• The custom field will now be available in the corresponding section of Valcre Online, as determined in Step 3.

Custom-Calculated Fields

Custom Calculated Fields are a type of Custom Field that derives its value from other fields through a calculation. Like other custom fields, these fields can be output into Custom Datasheets and utilized for analysis within the Valuation Workbook.

Creating a Custom-Calculated Field

Follow the same process as creating a regular Custom Field, with the following adjustments:

1. Select Field Type: Choose Calculation as the field type.
2. Define Formula: After selecting Next, enter a formula to calculate the field’s value. These formulas function similarly to Excel formulas.
   Formula Syntax:
   = {FieldName1} <operation> {FieldName2}
   Example:
   = {PermittedFAR} * {LandAreaSF}
   💡Pro Tip: Field names can be found in the Custom Report Fields Dictionary, available in the Downloads tab of Valcre Online.
   
   
   
   
3. Preview Result: A sample result will be generated, displaying the raw value.
4. Apply Formatting (Optional): Use the Value Formatting field to format the output as needed.
   Example Formatting:
   • {0:n0} for whole numbers
   • {0:P} for percentages

Using Fields from Different Records

Custom Calculated Fields can incorporate fields from different records. To reference a field from another record, use a prefix before the field name.

Example:

• {Property.Frontage} references a field on the Property Page.
• {Price} references a field on the Property Sale Record as designated in the Record field.
  
  

Functions in Custom Calculated Fields

Functions can be used to dynamically calculate values.

Example: Days Remaining Until Job Due

• Formula: = {DueDate} - NOW()
• Formatting: Whole number with appended text (e.g., "days")

 

Adding Custom Fields to Search Grid Results

To display Custom Fields in search grids:

Step 1: Open the applicable Search Grid.

Step 2: Hover or the right side of the first column and select the three horizontal bars (Hamburger Menu) to open the actions menu.

Step 3: Select the column icon to the right to display the column filter

Step 4: Add the desired Custom Field Column to the search grid.

Step 5: By default, the new column will appear at the far left. You can drag and drop the column to a different location.

 

 

Editing or Deleting Custom Fields

Step 1: Navigate to Custom Fields

• Select the Custom Fields tab from the left-side menu.
  
  

Step 2: Locate the Field

• Find and select the custom field you wish to edit or delete.

Step 3: Edit or Delete

• Edit: Modify the necessary fields and select Save & Publish.
  
  

 

• Delete: Select Delete to remove the field permanently.
  
  

Learn how to use the custom fields in your Valuation Workbook + Report. 

 

FAQ

Q: How to have custom fields on a per-building level

A: When creating the custom field select Property Building for the Record. This will apply the custom field to every building added to the property record, allowing you to capture the specific data at the building level.

 

Continue Learning about Valcre Online with our next suggested guide: Creating Custom Reports

 

Valcre Support is ready to help with all your Valcre product questions! You can connect to us via phone, email, or chat!