Setting Sourcing and Filtering Criteria for a Custom Field

This topic provides steps for setting up sourcing and filtering criteria for custom fields. For an overview of sourcing concepts, see Setting Sourcing Criteria.

To set sourcing and filtering criteria:

1. Edit the custom field you want to add sourcing and filtering criteria to.

2. If you don't want to store the value, clear the Store Value box. Typically, you won't want to store the value. For an example of a situation where it could make sense to store a value, see Example of Storing a Value.

3. On the Display subtab, review the Display Type field. If the Display Type field is set to Hidden, sourcing won't work. For sourcing to work, select a Display Type other than Hidden.

4. Click the Sourcing & Filtering subtab.

   

5. From the Source List list, select the field that references the record you want to source information from.

   For instance, you might create a custom field to show a sales representative's email address on a customer record. In this case, you'd select Sales Rep from the Source List field.

   When entering sourcing information for transaction body or transaction line fields, the Entity field varies depending on the transaction type. For example, on an expense report, entity refers to an employee, but on a purchase order, it's the vendor. For a purchase order, select Vendor in the Source List field instead of Entity to get the required results.

   When working with entity fields, you can also define the field to source from a field on the parent record by selecting Parent from the Source List list.

   Note:

   Information for a Multiple Select field type can't be sourced.

6. From the Source From list, select the field you want to source information from. The Source From field is on the record you selected from the Source List list.

   In the Source From list, you can select any field from the record you selected in the Source List field.

   In the preceding example, select Email from the Source From list.

   When you select a record, the field is filled with the value stored in the selected field. The field you select here must match with the type selected for the custom field. For instance, if you select E-mail as the field type and then select an address field from the Source From list, you'll get an error.

   Note:

   If your field is a List/Record field, the field selected for the Source From field must be in the record type selected as the List/Record.

7. If your field is a List/Record field, you can filter the choices that can be selected.

   When defining a List/Record Type field, you can have the custom field populate with values that meet specific parameters in the sourced list or record. First, select the required item to filter by from the Source Filter by list. Then select an item from the Source List and, optionally, from the Source From list. When you select an element from the source list, it fills the option-sourced custom field with all elements where the source filter by field matches the source list (or the source from field of the source list).

   The record you're sourcing from must be associated with the type of record you want to appear in your custom field.

   Note:

   The field selected from the Source Filter by list must be in the record type selected as the List/Record.

   For more information, see Sourcing and Filtering Examples.

8. After setting the sourcing criteria, you should set any needed filtering criteria. See Setting Filtering Criteria.

Note:

You can't mass update or inline edit a custom field with a sourcing relationship. For more information, see Mass Updates.

Related Topics

• Creating a Custom Field
• Setting Sourcing Criteria
• Custom Fields Sourcing Videos
• Note about Custom Transaction Line Field Sourcing

General Notices