How to use Custom Fields on Summize

This guide breaks down how to create and use Custom Fields on Summize

Custom Fields makes it seamless to set and find vital information about your contracts.

Summize allows you to search for information within the content of a contract. Custom Fields then allow you to add information that isn't present in the contract, for example project or budget codes which act as a unique identifier for searching.

Custom Field helps to populate these diverse types of information on the repository table. 

To create a Custom Field:

• Sign in to your Summize account (note that this feature is only available to Power/Power Pro users)
• Click on the "Custom Fields" tab by the left side of your screen
• Tap on the blue "+ Custom Field" button on the top right corner

Follow the prompts to create one or more custom fields which will now appear under your Custom Fields list by the left hand side of the screen (as seen in the image below)

Adding a Custom Field

When adding a Custom Field, you will be presented with four tabs, three (with the Asterisk sign) are compulsory to fill.

1. Field name*
2. Field description
3. Assign to contract types* 
4. Field type*

Field types on Custom Fields

Note: Picking the correct field type is crucial when creating your custom field as field types cannot be edited once set. You will have to create a new Custom Field to create a different field type. 

The available field types are:

1. Dropdown: The field type allows users to create a custom field with the ability to choose one option from a dropdown.

2. Dropdown (multiple-select): Here, users can choose more than one option from a dropdown.

3. Free text: This field allows users type in any word or text to find information about a contract.

4. Numeric: Numeric fields allow you search for contract information using numbers.  

5. Date picker: This field type uses dates as the search query when searching for contracts.

All your existing Custom Fields can be edited at any time by clicking on the specific Custom Field and "Edit settings" on the top right corner of the screen.

The "Assigned to contract types" tab (as seen in the image above) allows you to assign a custom field either to all contract types or specific contract types. This is useful as different contract types may require specific Custom Fields.

Custom Fields on the Repository table

• Click the "Columns" tab on the Repository table. 
• Navigate to the Custom Fields section and select all or some custom fields you will like to see on your Repository table (as seen in the image above).
• Once done, your table will now include your specified Custom Fields and you can save that view or edit the repository table as required.

How to search by Custom Field 

On your Repository table, click "Add filter" and then click "Custom Field" or "Missing custom field" to filter your contracts. For instance you may have a list of locations your contracts are contracted in as below:

Select your desired values and your contracts will filter by them.

Watch the video below for the process of creating a Custom Field as well as how to list one or all of your Custom Fields on the Repository table.