Setting up Custom Fields
  • Updated on 18 Jun 2019
  • 10 minutes to read
  • Print
  • Share
  • Dark
    Light

Setting up Custom Fields

  • Print
  • Share
  • Dark
    Light

Overview

Custom fields are additional fields you can create in Mambu in order to capture any additional information required as per your business processes.

If you want to capture, for instance, the number of children in the clients' household, the funds source for a specific loan, or the managers of a branch, you could create custom fields to add this information to the client's, account's or branch's profile.

Custom fields can be currently added for the following entities that you can manage in the system:

  • Clients
  • Groups / Companies
  • Loan Accounts
  • Deposit Accounts
  • Credit Arrangements
  • Guarantors
  • Assets
  • Branches
  • Centers / Sub-Branches
  • Users
  • Transactions
Please Note
Custom Fields for Loan or Deposit accounts can be specific per product.
Please Note
Custom Fields for Clients and Groups can be specific per client / group type.

Custom Field Sets

Custom field sets allows grouping the fields shown in different screens in a logical manner, to match the structure in your paper forms and thus facilitate data entry when a new client or loan account is created by users.

Each custom field set is visually separated on the screen to help easily identify those information fields that are linked to each other and therefore entered together.

Create a New Custom Field Set

To create a new custom field set, go to Administration > Fields > select a category (Clients, Loans, Deposits etc.) > click on the green “PLUS” button.

Create custom field view, by clicking the plus button.

The custom field category (Clients, Loan Accounts, etc.) determines to which “entity” the fields will be attached and, therefore, where they will be displayed. For example, “Client” custom fields will be displayed when creating a New Client and when viewing an existing client’s details.

Custom Field Set Types

There are two types of Custom Field Sets.

  1. Standard: Each field in standard sets can be added only once for a single entity (client, loan account etc.). i.e. you can only have one value stored for the different fields in this set.

  2. Grouped: multiple values can be added for the fields in such sets, and they will be displayed as a subgroup within the set itself.

For example, if you want to track information about a client’s bank accounts, a “Bank Information” grouped custom field set can be created, with 4 custom fields tracked for each account. This set will be displayed as shown below when the user creates a New Client :

a8bd6265-dd7b-4d84-8e68-8a131654e59d.png

To add a new bank account, the user would click on “Add Bank Information” button and a new empty sub-set containing the 4 required fields will be added.

Rearrange / Rename Custom Field sets:

Once you have more than one Set for a given object, it is possible to re-arrange them in the order that you want them to appear when creating/editing the object, to do so click on the "list" icon besides the Set's name, then drag and drop each set in your preferred order.

To rename or change the notes for an existing Set click the "Pencil" button, fill the details and save.

Delete a Custom Field set:

Only sets that contain no data in their Custom Fields can be deleted. To do so click on the red "minus" button, then confirm.

Additional Notes:

  • If a grouped custom field set contains one or more required (mandatory) fields, Mambu will automatically add the whole sub-set when a new entity (client or account) is created.

  • Grouped custom fields can be used in contracts and notifications templates and can be indexed. For example, to include the first and second value for the Clients custom field “Bank Account”, the template should contain {CF:CLIENT:Bank Account:1} and {CF:CLIENT:Bank Account:2}

Please be Aware
The only way to add or update custom fields in grouped sets is through editing the entity (client, loan account, etc.)
Custom fields in grouped sets can’t yet be used in custom views or edited directly in the “Overview” or “Details” screens or added with the “Add Custom Field” option.

Creating a New Custom Field

To create a new custom field:

  1. Go to Administration
  2. Click on General Settings > Fields
  3. Click on the appropriate tab for the object for this custom field. Fields are available for clients, groups, loan accounts, guarantors, guarantee assets, deposit accounts, branches, centres and users.
  4. Select a Custom Field Set for the field.
  5. Click Add a Custom Field.
  6. Fill in the Name, Type, Display, Usage, Edit Rights sections (Described below).
  7. Create

Adding a custom field in a custom field set.

It is not necessary to type an ID for the custom field, Mambu can create an ID for you based on the type and name of the Custom Field.

Each Custom Field should always belong to a set. If there are no sets, it is necessary to first create one before creating any custom fields (except for Guarantors and Asset fields, which have no sets).

Client custom fields can also be created separately for each Client Type and Loan & Deposit Accounts custom fields can be created separately for each Loan or Deposit Product. This is very useful when the information collected in the client registration forms or the loan application forms is different depending on the type of client or loan.

Long Custom Fields

This option allows the user interface to display fields in a better way when the field content is long. However, it doesn't change the maximum length of a field, which is 2048 characters.

Unique Value

This option allows the user to specify that the value of this custom field must be unique for each entity containing the field. If upon saving, the value for a unique custom field already exists, Mambu will return error 926 DUPLICATE_UNIQUE_VALUE and will not allow the entity to be saved. One possible use case for this feature would be to create a required, unique custom field for a national identity or social security number for each client, to avoid creating duplicates.


Custom Field Types

Free Text Custom Fields

With a free text custom field, you can manually enter the value of a specific field.

Suppose there is a custom field about the number of children in the household of the type free text. When entering this information in the clients' profile you will need to enter the number in the correspondent textbox.

Format

Allows specifying an input mask or validation format. If left blank, any text can be entered, but a particular format can be added using the following characters:

  • # for numbers
  • @ for letters
  • $ for letters/numbers

A field with format ###@@@ will only accept values using that pattern, in this case 3 numbers followed by 3 letters. For example 123abc.

Creating a Clients custom filed view belonging to a custom field set

Selection (Dropdown) Custom Fields

This option will allow you to create custom fields with predefined options which can be selected just by clicking on them.

Use this type of custom field when you want to provide a set of predefined options that other users can then select from the list.

Suppose you need to capture information about the loans' source of funds. Using a pre-defined selection field would allow you to enter different options, such as Local NGO, Individual Lender and so on.

Selection cutom field with option Yes or No

Please Note
Use the arrows to move the options up or down according to the order you want them to be displayed.

Dependent Custom Fields

A Dependent Custom Field is a special type of Selection Custom Field. The values available for selection for this type of field depend on the value previously selected on another custom field - the Parent Field (hence the name Dependent ).

For example, imagine a field called "Country" with 2 selections: Poland and Greece. There could be a dependent custom field called "City" which has options "Warsaw" and "Krakow" when Poland is selected, but "Athens" and "Mykonos" if Greece is selected.

Please Note
Dependent custom fields inherit the usage settings (available/required/default) of their Parent Field.
Please be Aware
Parent Custom Fields must be arranged before their dependent custom fields in the Custom Field order.

Scores on Custom Fields

You can associate numeric values to each of the options available for Selection custom fields, including Dependent custom fields.

When the different values are selected for fields with scores the numeric value will be displayed alongside the selection, and the total sum of the selections for each set will be displayed as well.

The values of the scores can be used, for instance, to calculate social performance indicators for your clients.

Selection custom field with option Yes/No and score

Numeric Custom Fields

If the information you want to capture is purely numerical, e.g. the number of children in the household, a numeric custom field would be the most appropriate. Choosing this type of custom field will make sure that only numbers can be entered and help prevent data entry errors.

Checkbox Custom Fields

If you want to create a custom field for which the only two possible answers will be "Yes" or "No", you can use the Checkbox type.

You can then for instance create checkbox custom fields for Loan accounts to generate a checklist of requirements needed for the approval process, such as Business data collected (yes/no), House inspected (yes/no), etc.

Date Custom Fields

This type of field will allow you to store a date, similar to how you store the birthdate or ID validity date of a client.

Example usage of this might include: tracking of a first contact with a credit officer until creation in the system, having the end dates of mortgages not tracked in Mambu itself or any relevant date.

Please be Aware
Date custom fields are currently date only, not date-time. Please follow https://mambu.aha.io/features/CIF-22 for updates on the development of this functionality.

Customer / Group / User Link Custom Fields

These custom field types allow for the selection of a client/ group / Mambu user that is already created in the system. The field allows searching for any existing clients / groups / Mambu users by name or ID.


Custom Field Usage

Available
For Client, Group, Loan and Deposit account types of fields you can decide for which Client types, Group types, Loan or Deposit products you want this field to be displayed.

For instance, you might want to have a Client custom field be available for External client types, but not for your Employee type of clients.

Default
If you set a custom field as Default, it will be displayed as an option that you can choose to enter information or not.

The custom fields that are not set as Required or as Default will only appear in the form if you click Add Custom Field.

Required
You should set a custom field as Required for the information you want to capture for all your clients. When you or any staff member creates or edits a client in Mambu, the form will only be saved if all the required fields are filled.


Edit Rights

In this section you can define which user roles will have the right to edit the custom field. If a role is not selected then the data of the field will not be editable by users belonging to that role.

This allows more control over which resources in the organization are able to add or modify each field separately.

Please be Aware
If a user creating an object does not belong to a role that has edit rights to a field, they will not be able to see or edit the field, even if it is required. They will, however, be able to save the object despite the missing required information.

Rearranging Custom Fields

The custom fields order in General Settings will be the same in the clients profiles, accounts or branches forms.

If you need to rearrange the order in a way that reflects your operational needs:

  1. Click on Rearrange
  2. Drag and drop the custom fields to the order you want
  3. Save Changes
Please Note
For dependent Custom Fields, the dependent field must always be below the parent field in the order.

Arrange Custom Fields. Change the order of the custom fields.


Custom Fields as Placeholders

The custom fields you create will also be available as placeholders which you can include in your contracts, statements, or receipts.

If, for instance, you create a custom field for Occupation and want to include that information in the client's contract, when creating the contract's template you will be able to choose the placeholder Occupation from the list and the information will be automatically filled when the contract is printed for a specific client.

To see more details on how to use the placeholders in contracts' templates, have a look at the article Managing Product Documents.


Was this article helpful?