User and organization fields
The field definitions determine which fields exist, how they are arranged in the form and how they behave. The values themselves are maintained on the users and organizational units. Both pages are reserved for system administrators and work the same way:
- Organization › User fields (section People): fields of the users
- Organization › Organization fields (section Organizational units): fields of the organizational units
«Show inactive» also shows deactivated fields, and the search finds fields by field ID, label and group. Fields for colour and font themes do not appear here, they are edited directly on the organizational unit.
Layout
The page shows the fields as they appear in the form of primedocs Desktop and primedocs Web: in a left and a right column, with fields of the same group in a shared box. Each card shows the label, the field ID and a preview of the input. Markers indicate required fields (*), inactive fields, fields that users cannot change («Locked») and the claim of the user synchronization that fills the field.
Fields are dragged by their handle to another position. While dragging, the form shows how it will look after the drop: over the upper or lower half of a field, the dragged field goes above or below it, over the middle third next to it in the same row. The new layout is saved immediately on drop. Esc or releasing outside the form cancels without saving. When a field changes group, it takes over the group's label in all languages. Each row holds either one field or two text fields. Moving is disabled while a search is active. Without a mouse, row, column and order can be set in the field's dialog.
The pencil icon of a box renames or translates the group. The change applies to all fields of the group.
Adding and editing a field
«Add field» creates a field on the open page. Clicking a card opens the same form for editing:
| Setting | Meaning |
|---|---|
| Field ID | Technical name templates use to address the field, for example User.Department. Letters, digits and _, parts separated by dots, each part starting with a letter or _, at most 100 characters. The field ID must be unique across user and organizational unit fields and must not be the start of another field ID (User.Address and User.Address.Street exclude each other). Cannot be changed after creation. |
| Type | Text, image or checkbox. Cannot be changed after creation. |
| External reference | User fields only: the claim of the user sync whose value is written to the field. The list shows the claims as Source.Claim. The sources that deliver the claim are listed below. |
| Label, group, description, initial value | Per document language. The group is searched among the existing groups, without a match the input is created as a new group. Empty inputs show the fallback value as a placeholder. Image fields have no initial value. |
| Placement | Row, column and order in the form. |
| Input | For text, the length (short, medium, long) and whether the field has multiple lines, with the number of visible lines. For images, the image type: image, profile image or signature. There can be only one active profile image field. |
| Required | Text fields only. |
| Users cannot change it | User fields only: the value is read-only for the user, for example because it comes from the user sync. It is also read-only in the master data of the Web Admin. |
| Editable on profiles | The value can be overridden per profile, see Field inheritance. |
| Active | Inactive fields do not appear in the forms. |
If someone else has changed the field in the meantime, saving is rejected. The inputs stay in the dialog. «Reload current version (discard inputs)» loads the new version.
Deleting a field
Only inactive fields can be deleted. First deactivate the field and save, then choose «Delete field». Deleting permanently removes the values of all users or organizational units, including uploaded images. Templates that use the field no longer receive a value.
For a field that is no longer needed, start by only deactivating it. The values are kept and the field can be activated again at any time.
Field definitions can also be managed through the Admin API and transferred between datasources with Export / Import.