User-Defined Fields (UDFs)
User-defined fields (UDFs) enable retailers to define their own custom fields that are specific to their business or industry. UDF fields are assigned a label and a value (or date). These fields store virtually any type of data that the retailer needs to store. User-defined fields are available for the Employee, Inventory, Vendors, and Customers areas.
| Area | UDF Fields | Preferences |
|---|---|---|
| Customers |
|
Admin Console > Node Preferences > Customer > UDF Fields |
| Employees |
|
Admin Console > Node Preferences > Employee > UDF Fields |
| Inventory |
|
Admin Console > Node Preferences > Merchandise > Inventory > UDF Fields |
| Vendors |
|
Admin Console > Node Preferences > Merchandise > Vendor > UDF FIelds |
Note: Inventory includes Item UDFs in Item Details and Style UDFs in Style Details. Both Item and Style UDFs use the same UDF list defined in Node Preferences > Merchandise > Inventory > UDF Fields.
Maximum Number of UDF Values per UDF field
Users can define as many UDF values per UDF field as needed; however, during replication of UDFs, the server checks how many UDF values belongs to eac UDF. If more than 500, the UDF values are not replicated at all. This applies to UDF values assigned to customer/inventory/vendor/employee.
Basic Steps for UDFs
- Navigate to the appropriate area of preferences (e.g. Merchandise > Inventory > UDF).
- Define the menu label. Click in the desired UDF field and type the text for the menu label. Press the
key. A green toast indicates the label was saved successfully.
- (text UDFs) Select the UDF label you defined in the dropdown.
- Define the individual entries that will be available for selection in the UDF field.
Sample Customer UDF preferences:
Permissions for Manually Entering UDF Values
A set of permissions control the ability of employees to make free-form entries in UDF fields in inventory, vendors and customers. Unless a user has the "Allow Manual Entry of UDF Values" permission for the area, the user will be limited to the dropdown selections in UDF fields. Using these new permissions helps ensure consistency in UDF field entries, which in turn helps produce consistent and meaningful reports.
Sample Inventory UDF Fields
Mapping of UDFs from V9 to Prism
Customer
| Prism Customer UDF | V9 Customer UDF |
|---|---|
| Date UDF 1 | UDF 1 |
| Date UDF 2 | UDF 2 |
| Text UDF 1 | UDF 3 |
| Text UDF 2 | UDF 4 |
| Text UDF 3 | UDF 5 |
| Text UDF 4 | UDF 6 |
| Text UDF 5 | UDF 7 |
| Text UDF 6 | UDF 8 |
| Text UDF 7 | Aux 1 |
| Text UDF 8 | Aux 2 |
| Text UDF 9 | Aux 3 |
| Text UDF 10 | Aux 4 |
| Text UDF 11 | Aux 5 |
| Text UDF 12 | Aux 6 |
| Text UDF 13 | Aux 7 |
| Text UDF 14 | Aux 8 |
| Text UDF 15 | Aux 9 |
| Text UDF 16 | Aux 10 |
| Text UDF 17 | Aux 11 |
| Text UDF 18 | Aux 12 |
| Long Text UDF 1 | New in Prism |
| Long Text UDF 2 | New in Prism |
Employee
| Prism Employee UDF | V9 Employee UDF |
|---|---|
| Date UDF 1 | UDF1 |
| Date UDF 2 | UDF 2 |
| Text UDF 1 | UDF 3 |
| Text UDF 2 | UDF 4 |
| Text UDF 3 | UDF 5 |
| Text UDF 4 | UDF 6 |
| Text UDF 5 | UDF 7 |
| Text UDF 6 | UDF 8 |
| Text UDF 7 | Aux 1 |
| Text UDF 8 | Aux 2 |
| Text UDF 9 | Aux 3 |
| Text UDF 10 | Aux 4 |
| Text UDF 11 | Aux 5 |
| Text UDF 12 | Aux 6 |
| Text UDF 13 | Aux 7 |
| Text UDF 14 | Aux 8 |
| Text UDF 15 | Aux 9 |
| Text UDF 16 | Aux 10 |
| Text UDF 17 | Aux 11 |
| Text UDF 18 | Aux 12 |
| Long Text UDF 1 | New in Prism |
| Long Text UDF 2 | New in Prism |
Inventory
| Prism Inventory UDF | V9 Inventory UDF |
|---|---|
| Date UDF 1 | UDF 1 |
| Date UDF 2 | New in Prism |
| Date UDF 3 | New in Prism |
| Text UDF 1 | UDF 2 |
| Text UDF 2 | UDF 3 |
| Text UDF 3 | UDF 4 |
| Text UDF 4 | UDF 5 |
| Text UDF 5 | UDF 6 |
| Text UDF 6 | Aux 1 |
| Text UDF 7 | Aux 2 |
| Text UDF 8 | Aux 3 |
| Text UDF 9 | Aux 4 |
| Text UDF 10 | Aux 5 |
| Text UDF 11 | Aux 6 |
| Text UDF 12 | Aux 7 |
| Text UDF 13 | Aux 8 |
| Text UDF 14 | New in Prism |
| Text UDF 15 | New in Prism |
| Number UDF 1 | New in Prism |
| Number UDF 2 | New in Prism |
| Number UDF 3 | New in Prism |
| Long Text UDF 1 | New in Prism |
| Long Text UDF 2 | New in Prism |
Vendor
| Prism Vendor UDF | V9 Vendor UDF |
|---|---|
| Date UDF 1 | UDF 1 |
| Date UDF 2 | UDF 2 |
| Text UDF 1 | UDF 3 |
| Text UDF 2 | UDF 4 |
| Text UDF 3 | UDF 5 |
| Text UDF 4 | UDF 6 |
| Text UDF 5 | UDF 7 |
| Text UDF 6 | UDF 8 |
Security Permissions for UDFs
The following security permissions for UDFs are available:
- Customers - Allow Manual Entry of UDF Values
- Customers - Select UDF Values
- Inventory - Allow Manual Entry of UDF Values
- Vendor - Allow Manual Entry of UDF Values