How to use Custom Fields in Resources

1. Configure the Custom Fields to only be visible in certain contexts
2. Set the Custom Field to use as filters on the main Resources page or on the Public Resource Directory
3. Create Groups of Custom Fields that can be clustered together
   

Create, Edit, or Delete a Custom Group:

1. Click on 'Resources' in the left hand menu.
2. Select 'Manage Resources' in the top right corner of the screen.
3. In the first column select 'Custom Fields'.
4. Depending on what you wish to do, complete the following steps:
1. To add a new custom group, click 'Add a new group of fields'.
2. To edit or delete an existing custom field, select the name of the field you wish to edit
5. Fill in the parameters of the custom group in the second column, or update them as you wish, and click 'Save'
   
1. If you wish to delete the custom group, click 'Delete' and 'OK' when prompted; notice if you had any Custom Fields under this Group, they aren't deleted and instead they're moved to appear under the general Custom Fields section
   
6. After you create a Custom Group, you can create a new Custom Field to add under the Group, or you can edit an existing Custom Field and move it under the Group, by completing the steps below
   

Create, Edit, or Delete a Custom Field:

1. If you are not on the Screen entitled 'Resources - Edit custom Fields', follow steps 1-3 above.
2. Depending on what you wish to do, complete the following steps:
1. To add a new custom field, click 'Add a new custom field'.
2. To edit or delete an existing custom field, select the name of the field you wish to edit
3. Fill in the parameters of the custom field in the second column, or update them as you wish, and click 'Save'
   
1. If you wish to delete the custom field, click 'Delete' and 'OK' when prompted
   
4. If you created a Custom Field as a drop-down list or checkbox, proceed to the next task below to add Custom Selections
   

1. Type - Drop-down list, check boxes or text box.  Use a drop-down list if only one selection should be made, and check boxes if more than one selection is needed.  Use a text box if resources editors need to add free text and not choose from a list.
2. Name - Enter a descriptive, yet concise, name for your custom field.
3. Order in lists - If left blank, custom fields will appear in alphabetical order.  If you would like a custom order for your fields, enter a number here.
4. Optional: Belongs to Group - If left blank, custom fields will appear in the order they are set to, under the general Custom Fields section. If you've created a Custom Group (see instructions above), then you can choose a Group from the drop-down list and the Custom Field will appear clustered under the Group, with any other Custom Fields that are also set to appear under that Group.
5. Only visible to resource editors - if checked, only those individuals who can edit resource records will see this custom field.
6. Available in record types - Agencies, programs, sites and/or programatsites.  This setting can be used to control in which record type(s) the custom field should appear.
   
1. Note, if your organization is currently using the 'New Field Visibility' tool, this setting is overridden with the settings configured for the custom field in the New Field Visibility tool
7. Visible on - Use this setting to control where this custom field can be viewed, and by whom.  The options are:
8. Filter on main Resources page - Enables users in your iCarol system to search for resources by selections in the custom field.  This additional filter will appear in the lower right hand corner of the resource search screen.
9. Filter on Public Resource Directory - For those using the "Advanced Search" version of the Public Resource Directory, this setting enables public users to search for resources by selections in the custom field.
10. Filter on Verification Response - For those using Automated Verification, this setting enables users to filter the list of verification responses by selections in the custom field.
11. Public website - For those using the Public Resource Directory, this setting enables public users to see data entered into the custom field when they look at the details of a record.
12. Resource verifiers - For those using Automated Verification, this setting enables verifiers to see this custom field when verifying their data, and provide updates to this data if needed.
    

Add, Edit, or Delete Selections (Items) to the Custom Field (Drop-down list and check boxes only):

1. If you are not on the Screen entitled 'Resources - Edit custom Fields', follow step 1 above.
2. Click on the field name to which you will add selections.
3. Depending on what you wish to do, complete the following steps:
1. To add a new item, click the 'Add a new item to this list' button
2. To edit or delete an existing item, click the name of the existing item you wish to edit
4. Fill in the parameters of the selection in the third column on the screen, or update them as you wish, and click 'Save'
   
1. If you wish to delete the item, click 'Delete' and 'OK' when prompted
   

1. Name - Enter a descriptive, yet concise, name for your selection.
2. Order in lists - If left blank, selections will appear in alphabetical order.  If you would like a custom order for your selections, enter a number here.
3. Visible - Check this option if you would like to make the selection active.  Uncheck this option if you want to deactivate the selection.

Important Note: any edits or deletions will be applied to all resources records that contain the custom field or custom field selection edited or deleted.

Note about New Field Visibility Settings and Custom Fields

In the New Field Visibility Settings, the Custom Fields are included in the list of available fields. The Custom Fields settings on the New Field Visibility Settings page overrides the settings on the Custom Fields page for the following settings:

1. Available in record types: Agencies, Programs, Sites
2. Visible on: Visible when viewing details on Public Resource Directory
3. Visible on: Visible to resource verifiers
   

Read the help article 'How to navigate the New Resources Field Visibility Settings Page' to learn more about how to configure these Custom Field visibility settings when your organization is using the New Field Visibility Settings.

How to add social media icons to resources

Social media icons can be added to your iCarol resources, so that instead ,or in addition to the URL, the social media icon will display. Social media icons can display on any web browser display of Resources, such as: within iCarol, on the Public Resource Directory, and in Automated Verification Requests.

To add these icons, Resource Editors need to be comfortable adding simple HTML to a custom resource field, and complete the following steps:

1. Add the social media icons you wish to use to your public website directory; you will need to reference these publicly hosted images later in this process when adding the HTML
2. Add a custom field to your resources to use for the social media icons, and set the visibility settings. You can choose to add one custom resource field for all social media links, or separate custom fields for each type of social media; this is up to personal preference.
3. Tip: Make the field multi-line and wide for easier editing
4. When editing the Resource record, use simple HTML code to add the hyperlink to the graphic. An example format is: <a href="http://www.socialmedialink.com/" target="_new"><img src="URL_of_Graphic_icon.png"></a>.
5. Tip: the target=”_new” tells the social media site to open in a new tab/window, so the user will not lose the page they were on
   
6. Click 'Save and view the resource' to confirm the display

Note:

1. it is recommended to only use icons (graphics which are about 15 by 15 pixels), and not larger graphics as this could distort the display of the resource record, and affect performance.
   
2. graphic icons will only display on web-browser versions of the resource record (Resource Details, PRD, AVR). In non-web browser displays the full HTML code will display, these areas include the Resource PDF and Resource Exports.