Using Custom Fields in Reports
Overview
Custom fields let you record additional information that is not captured by Efimis’ standard fields. You can add custom fields to Clients, Matters and Invoices. In selected management reports, these fields can be used as optional columns and filters, allowing you to analyse and export data based on the information recorded against each Client, Matter or Invoice.
Custom fields are not displayed in reports by default. Before a custom field can be used in reporting, it must be configured under Firm Settings → Reportable Fields.
Users must have access to Firm Settings to create custom fields and configure Reportable Fields. They must also have access to the relevant management report to use custom fields in reporting.
Supported Reports
Custom fields are available on the following reports:
| Report | Client | Matter | Invoice |
|---|---|---|---|
| Aged Debtors | Yes | Yes | Yes |
| Aged Disbursements | Yes | Yes | No |
| Aged Cost Recovery | Yes | Yes | No |
| Aged WIP | Yes | Yes | No |
| Matter Balances | Yes | Yes | No |
| Matter Listing | Yes | Yes | No |
| Referral Fee Analysis | Yes | Yes | Yes |
| Invoice Listing | Yes | Yes | Yes |
Before You Begin
Before using a custom field in a report:
Create the custom field in Firm Settings → Custom Fields.
Select whether the field applies to Contacts, Matters or Invoices.
Configure the field under Firm Settings → Reportable Fields.
Add the field as a column or filter in a supported report.
The custom field must be active and must contain a Report Column ID before it becomes available in reporting.
Creating a Custom Field
To create a custom field:
| Step | Action |
|---|---|
| 1 | Navigate to Firm Settings. |
| 2 | Open Custom Fields. |
| 3 | Select Add. |
| 4 | Enter the custom field name and display name. |
| 5 | Select the required field type. |
| 6 | Select a Category. The Category groups the custom field with related fields on the relevant form. |
| 7 | Select whether the field applies to Contacts, Matters or Invoices. |
| 8 | Enter any additional information required for the selected field type. |
| 9 | Select Save. |
The available custom field types are Text, Number, Date, Boolean and Select.
For "Select" type fields, add the options that users can choose from when completing the field.
Making a Custom Field Reportable
Creating a custom field does not automatically make it available in reports.
The field must also be configured as a reportable field.
To configure the custom field:
| Step | Action |
|---|---|
| 1 | Navigate to Firm Settings. |
| 2 | Open Reportable Fields. |
| 3 | Expand the relevant Client/Contact, Matter or Invoice form template. |
| 4 | Locate the custom field. |
| 5 | Select the edit action for the field. |
| 6 | Enter a Report Column ID. |
| 7 | Enter a Report Column Name. |
| 8 | Select Save. |
The Report Column ID is the identifier used to make the field available in reporting. It must begin with a letter or underscore and can contain letters, numbers and underscores. Spaces and special characters cannot be used.
For example:
client_sector
The Report Column Name is the name displayed to users when selecting report columns and filters.
Custom fields appear in reports with a Client, Matter or Invoice prefix. For example:
Client: Sector
Adding a Custom Field as a Report Column
Custom-field columns are available in the report grid but are not displayed by default.
To add a custom-field column:
| Step | Action |
|---|---|
| 1 | Navigate to Reports. |
| 2 | Open one of the supported management reports listed above. |
| 3 | Open the report’s column selector. |
| 4 | Locate the required Client, Matter or Invoice custom field. |
| 5 | Select the field to display it as a column. |
The custom-field value is displayed for each applicable report row.
Boolean fields are displayed as Yes or No. Date fields are displayed using the standard date format without a time.
Filtering by a Custom Field
Configured custom fields are also available from the report filters.
To filter a report:
| Step | Action |
|---|---|
| 1 | Open one of the supported management reports listed above. |
| 2 | Open the report filters. |
| 3 | Add the required Client, Matter or Invoice custom-field filter. |
| 4 | Enter or select the required filter value. |
| 5 | Apply the filter. |
The filter options reflect the custom field’s type.
| Custom Field Type | Filter Behaviour |
|---|---|
| Text | Enter text to match against the custom-field value. |
| Number | Enter a minimum value, maximum value or both. |
| Date | Enter a start date, end date or both. |
| Boolean | Select Yes or No. |
| Select | Select one or more of the configured options. |
Only records that meet the selected custom-field criteria are included in the report results.
Exporting Reports
When a report is exported, the selected custom-field columns are included in the export.
Any custom-field filters applied to the report are also applied to the exported results.
Review the report results and displayed columns before exporting to confirm that the required custom-field information has been included.
Key Behaviour
| Scenario | Behaviour |
|---|---|
| Custom field created but not configured as a Reportable Field | The field is not available as a report column or filter. |
| Custom field configured as a Reportable Field | The field becomes available in supported reports. |
| Custom-field column not selected | The field remains hidden from the report grid. |
| Matter custom field used | The value is taken from the relevant Matter. |
| Invoice custom field used | The value is taken from the relevant Invoice and is only available in supported invoice-related reports. |
| Boolean custom field displayed | Values are shown as Yes or No. |
| Date custom field displayed | The date is shown without a time. |
| Record has no custom-field value | The report column is blank for that record. |
| Report exported | Selected custom-field columns and applied custom-field filters are included. |
| Custom field disabled | The field is no longer available for selection in reporting. |
Best Practices
- Use clear and consistent names for custom fields and report columns.
- Use a meaningful Report Column ID containing only letters, numbers and underscores.
- Configure the field under Reportable Fields immediately after creating it if the field will be used in reporting.
- Confirm that the custom field has been created for the correct location: Contact, Matter or Invoice.
- Review custom-field filters before exporting or saving a customised report.
- Avoid creating multiple custom fields for the same information.
- Periodically review custom and reportable fields to ensure they are still required.