PERSUIT's Custom Tracking Fields provide you with additional request tagging capabilities. These are valuable for:
- Greater data insights, slicing and grouping adoption data (e.g. spend and savings) by different organizational cohorts.
- Operational continuity between PERSUIT and your other processes and tools.
Contents
- Configuration access permissions
- Types of custom tracking field
- Custom tracking fields management
- Viewing and completing custom tracking fields in an RFP
- In practice: browsing and filtering by custom tracking fields
Configuration access permissions
- Only users with Group Manager access can add, edit or delete custom tracking fields for your group. See this article to understand your own roles and permissions.
- Custom tracking fields are unique to the "group" you belong to in PERSUIT. This is part of the Groups and Teams feature managed by your organization.
Types of custom tracking field
Five different available formats provide flexibility for each field:
- 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 custom tracking fields
To navigate to the custom tracking field page, hover over the left sidebar menu. When it expands, click on Settings.
Click on Custom Tracking Fields in the Settings page.
In the top half of the page, you will see a list of all the tracking fields you or your colleagues have created. Reorder them within the request with a drag and drop via the six dots icon found to the left of each tracking field.
Click on Add Custom Tracking Field in the middle of the page and after it expands, you will see the five different tracking field formats you can choose from.
After making your selection (Numeric, in this example), it will create a form, asking for information like field name, description and whether or not it is mandatory.
Toggling a custom tracking field to be mandatory will prevent anyone from sending out a request unless the field is filled out. Only use the mandatory option when the data must (or can) be captured for every request.
Ensure you click Save to capture any additions or changes.
Tracking form preview
The bottom half of the page shows how the tracking fields you’ve created will appear in a request. They are organized in the same order as the tracking field list at the top. Changing the order above will be reflected in the preview.
Editing or deleting existing custom tracking fields
Editing
- If you edit an existing custom tracking field to make any changes to a value within, then the related requests that held that original value will not inherit the new value.
- The requests with the original value will no longer be tagged, even if a replacement value is inputted into the original field.
- The tracking fields for any affected requests must be (re)completed one by one.
Deleting
- Caution: deleting custom tracking fields is irreversible.
- Even if you subsequently create a brand new custom tracking field with the same name (and values), It would not inherit the old data.
- If editing or deleting these fields, we recommend exporting an RFP Details export, to capture a log of today's data, before any archiving changes are made.
To delete a custom tracking field, navigate to the Custom Tracking Fields page within settings.
Find the tracking field to remove and click Delete found at the right of the of the screen. After reviewing your decision, click Confirm.
Press the Save button to finalize the process of deleting a tracking field.
Viewing and completing custom tracking fields in an individual RFP
Users can complete custom tracking fields in both the Drafting or Published stage of the request. Note: Mandatory tracking fields must be filled out during the drafting stage, prior to sending.
In a request Draft editor, Tracking lives in the Settings section in the left sidebar.
In a Published request, the Tracking tab holds the custom tracking fields.
Filtering by custom tracking fields
Homepage dashboard
In the Your requests section of the homepage, the Filter by custom tracking fields drop-down lives to the left of the Sort filter. You can select multiple filters to help you pinpoint the request you need.
Note: this homepage filter includes only the hierarchical data custom tracking field format.
Insights dashboards
At the top of Insights, a purple bar holds filters for timeframe, provider/request status and custom fields (all field options included). Use these to narrow down the data shown.
You can export certain data reports from Insights. Some of these exports, such as RFP Details, include your custom tracking fields.
Please reach out to your internal program manager or customer success manager to discuss custom tracking fields further, or if you have suggestions on how to optimize the setup.
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