PERSUIT has the capability for your organization to distinctly track requests with Custom Tracking Fields. These custom tracking fields allow for continuity between your organization’s processes and the PERSUIT platform.
A custom tracking field can have five different formats to allow for flexibility in your field definitions:
- Hierarchical data – group connected information
- Plain text – short text box
- Numeric – numeric values with a max length of 9 digits
- Rich text – text box with a limit of 800 characters
- Date – standard calendar date entry
Adding a Custom Tracking Fields:
To navigate to the custom tracking field creation page, first click the hamburger menu icon on the top left of the screen.
When the menu expands, click on the Settings button.
Click on Custom Tracking Fields when in the Settings page.
At the top half of the page, you will see a list of all the tracking fields you or your colleagues have created. You can change the order of the list within the request by using the arrows found at the right of each tracking field.
Click on Add Custom Tracking Field found in the middle of the page and after it expands, you will see the five different tracking field formats you can choose from.
After you click your selection, here the Numeric format, it will create a form for you to fill out. It will ask you to detail information like field name, description and if it’s to be a mandatory tracking field for your team.
Please note that when selecting a custom tracking field to be mandatory, every new request will require your colleagues to fill out the tracking field in order to publish. Your colleagues will not be able to send the request without completing the field. It's important to only use the mandatory option when the data must be captured for every request.
After you’ve filled out the information, press Save at the bottom right. It will gray out and a pop-up at the bottom of the screen will confirm you’ve made updates to the custom tracking fields.
The bottom half of the custom tracking fields page will hold the Tracking Form Preview. This is where you can see an example of the tracking fields you’ve created. They are organized in the same order as the tracking field list at the top half of the page. If you change the order above, it’ll change the order in the preview page.
Note: If you edit an existing custom tracking field to make any changes to the value of the tag, then the related RFPs that held that original tag will not inherit the new value. The RFPs with the original tag will no longer be tagged, even if it is inputted into the original field.
Viewing Custom Tracking Fields in an RFP:
Your team can fill out the custom tracking field information in both the Drafting stage or in the Published stage of the request. Note: Mandatory tracking fields will be required to be filled out in the drafting stage prior to sending and publishing.
In the Draft RFP screen, you’ll find Tracking in the Settings section of your request.
In the Published RFP, the Tracking tab in the request will hold the custom tracking fields for you and your team to fill out.
Filtering by Custom Tracking Fields in the Homepage:
In the homepage, you'll be able to filter your list of requests by the Custom Tracking Fields your organization has created. You'll find the Filter by Custom Tracking Fields drop-down to the left of the Sort filter.
The Custom Tracking Fields filter uses an aggregate approach meaning you'll be able to include multiple filters to help you pinpoint the request you need.
Deleting Custom Tracking Fields:
To delete a custom tracking field, navigate to the Custom Tracking Fields page within settings.
Find the custom tracking field you would like to remove and click Delete found at the right of the of the screen. After you’ve reviewed your decision, click Confirm.
Press the Save button again and once grayed, the process of deleting a tracking field has been completed.