Business Custom Fields

Use the Business Custom Fields tool to create up to 100 custom fields for your business contacts. You can also create up to 20 category-specific fields for each business category. There are 17 field types, two of which are dropdown lists of predefined selections that you create.

ClosedCreate Business Custom Fields

  1. On the menu bar, click Encompass, and then click Settings. 

  2. In the left panel, click Contact Setup, and then click Business Custom Fields.

  3. Click one of the five Page tabs on which to add the custom field.

  4. Type a name for the tab. The name will display on the Business Contacts tool.

  5. In the first field (Custom Field 1), type a Field Description, and then select a Field Type (Field Types are optional).

  6. If you selected the field types DROPDOWN or DROPDOWN - Editable, complete the steps below to add options to the list from which the user will select. The DROPDOWN - Editable type allows users to select from a list or type a value.

    1. Click the Edit icon to the right of the Field Type field.

    2. On the Custom Field Options window, click New.

    3. Type the name of the option and click OK.

    4. Add additional options as required. Use the Edit and Delete buttons to change or delete entries.

    5. Click OK.

  7. Add additional custom borrow fields as required.

  8. When finished, click the Save icon.

ClosedCreate Category-Specific Custom Fields

  1. On the Business Custom Fields tool, click the Custom Category Fields tab.

  2. Select the category that the new fields will apply to, such as Appraiser.

  3. Complete steps 5 through 8 above to add custom fields for the selected category.

ClosedEdit a Business Custom Field

  1. Change the Field Description or Field Type of an existing field.

  2. Click the Save icon.

ClosedDelete a Business Custom Field

  1. Clear the text from the Field Description.

  2. Change the Field Type selection to blank.

  3. Click the Save icon.

ClosedDescriptions of Field Types

  • checkbox - A single character alpha field that functions as a checkbox and accepts only X.

  • DATE - A 10-character numeric field for entry of a date in the format mm/dd/yy. Positions 3 and 6 contain slashes.

  • DECIMAL_1 - A 40-character numeric field allowing 1 decimal position (such as 1,1111.1). One of the 40 positions holds the decimal point.

  • DECIMAL_2 - A 40-character numeric field allowing 2 decimal positions (such as 1,1111.11). One of the 40 positions holds the decimal point.

  • DECIMAL_3 - A 40-character numeric field allowing 3 decimal positions (such as 1,1111.111). One of the 40 positions holds the decimal point.

  • DECIMAL_4 - A 40-character numeric field allowing 4 decimal positions (such as 1,1111.1111). One of the 40 positions holds the decimal point.

  • DECIMAL - A 40-character numeric field allowing a maximum of 39 decimal positions in whatever position is needed at the time of data entry (such as .11111111, or 11.111, or 1111.1).  One of the 40 positions holds the decimal point.

  • DROPDOWN -A dropdown list from which the user selects a predefined value.

  • DROPDOWN - Editable -A dropdown list that allows the user to enter text. The user can type a value or select from the list of predefined values.

  • INTEGER - A 40-character numeric field, with no decimal places.
  • MONTHDAY - A 5-character numeric field for recording a date in the format mm/dd. Position 3 contains a slash.
  • PHONE - A 17-character alpha/numeric field for recording a phone number in the format 111-111-1111 1111. Positions 4 and 8 contain dashes (-), and position 13 is a blank space.
  • SSN - An 11-character numeric field for recording a social security number. Positions 4 and 7 contain dashes.
  • STATE - A 2-character alpha field for recording a state abbreviation.
  • STRING - An alpha/numeric field used to type a series of characters. If the values are numbers, they cannot be used for calculations. A typical use of the String field type is for a street address.
  • Y/N - A single character alpha field that accepts only Y (for yes) or N (for no).
  • ZIPCODE - A 10-character numeric field for recording zip codes in the format 11111-1111. Position 6 contains a dash (-).

Mapping Custom Category Fields to Loan Fields

You can map custom category fields to loan fields so users can automatically copy content when a business contact is added to a loan using the Address Book. You can also configure the mapped loan fields to write content back to a business contact's record on the Contacts tab. The information is automatically copied to the custom fields when a new contact is added to your business contacts using data from a loan.

ClosedMap Custom Category Fields to Loan Fields

  1. On the Custom Category Fields tab, in the Loan Field ID field, enter the ID for the loan field that will be mapped to the custom field. The loan field description populates automatically.

    To find a loan field ID, open the loan and move your mouse over a field. The field ID displays.

  2. To map loan field changes back to the custom fields, select the Both Ways option.

  3. Click the Save icon.

    After you finish, you can view the IDs, descriptions, types, and mapping relationships for the configured fields by clicking the Find icon to the right of the Loan Field ID field.