In this article, we'll explain how it is possible to add custom fields to record highly specific information about your content and it's use. This can be especially useful to support internal processes such as a content audit, and for governance. All custom fields can be added to reports.
If you'd like to record specific information in Learn LMS but no default field exists, then custom fields are for you.
We'll cover:
- Things to note about custom fields
- How to set up custom fields
- Possible uses for custom fields
- How to report using custom fields
Things to note about custom fields
- Up to 20 different custom fields can be created for each section
- Custom fields can be created in the following sections: Accreditation, Catalogue, Course, Event, Group, Job profile, Lesson and Resource
- They can be set up as single-line text, multi-line text or an item list
- Custom fields can not be made mandatory, so we recommend clearly documenting when they should be updated in your processes
- Custom fields for User data can be set up, but this is a different process as they are typically managed through the people-data feed. Learn more about People-data fields and how they're used here.
How to set up custom fields
- Go to the Global settings
- Select Custom fields in the sidebar
- Select the System area
- Select New to add a custom field
- Type a label for the new field and select the field type.
- Select Submit
If you've selected an item list, you'll need to add the items that will appear in the drop-down menu:
- Select Items on the custom field
- Select New
- Type a label (what will appear in the drop-down menu) and value (how this is stored in the system). We recommend keeping these the same.
- Click Save
- Repeat to add in multiple options
You can see your custom fields by selecting Custom fields from the sidebar of an individual item.
Possible uses for custom fields
- To support your content audit
- To document updates/new versions of content
- To note content vendors
- To identify when a custom email template has been created
- As a checklist for Event readiness
- As part of your process for recording changes and updates in your LMS
How to report using custom fields
- You can create a new user-created report in order to report on your custom fields.
- The field mapping report shows the label created for each custom field, which is helpful to identify your fields
- You can also change the title of a data field in your user created report to label your custom fields
Learn more in The Academy
Find out more about custom fields in The Academy here:
How to use Custom fields to support your content audit
How we use Custom Fields to keep the Academy organised
How can I use Custom Fields as a filter, and in a table?