Custom reporting fields enable you to capture, analyse, and report on data that isn't already included in the Contract Management module. This data can be captured against Contracts, Procurements and Vendors.

Custom reporting fields can be setup and enabled by System Administrators under the relevant module settings, then added to your Tabular Reports. 

Setting up Custom Reporting Fields

Custom reporting fields are setup as questions which users can respond to in order to capture data. This data can be captured when setting up or viewing a contract/procurement, or when viewing a vendor record.

These questions are setup using the 'Questionnaire Builder' which is accessible via the module settings. One questionnaire can be setup per module.

Follow the below steps to setup your custom reporting fields:

1. Navigate to the either the Contracts, Procurements or Vendors module, either via the app launcher icon in the menubar or through the navigation tile on your Homepage.

2. Click on the Manage Module tab in the top right to open the module settings.

3. Under the 'General' tab, click to expand the 'Custom Reporting Fields' section
   
   
4. Click the "View / Setup custom reporting fields" button. This will open the Questionnaire Builder which you will use to build out your list of questions.
   
   
   
   
5. Firstly you can choose to enable the use of Categories, which if you are collecting various sets of data, you might like to categorize your questions to group all related questions together. Once enabled, you can define your list of categories and the order they will appear in.
   
   
   
   
6. To add a new question, click on the + button on the right-hand side of the 'Questions' table
   
   
   
   
7. Complete the question details and requirements as per below:
   1. Select a Category (if using).
   2. Define the Question.
   3. Select the Answer Type (how someone will answer the question) from the options available (yes / no, drop-down, etc).
   4. Select if you want to include Guidance Documents (if enabled, you can attach documents for the user's reference when answering the question).
   5. Choose to Allow document upload (if enabled, users can upload documents as part of their response)
   6. Choose to make a Response Mandatory (if enabled, users must answer the question to complete the contract setup (not applicable on vendor record creation)
   7. Define the selectable Options (these are the options available for the user to select as their response, this is only applicable if you've selected one of the 'Drop-down', 'Tabstrip', 'Yes / No' or 'Range' answer types).
      
      
      
      
   8. Click on 'Save and Close' in the top-right corner to save your question. Repeat the same steps above to keep adding your questions.

Managing Questions

Under the questions table are two additional sections

1. Bulk Functions: 

• Show Export / Import functions: This reveals the export / import options which allows you to export a questions template which can then be updated and imported to create questions in bulk
• Show all question data: Reveals all the settings per question in the table
• Show delete all questions: Reveals a button to delete all questions

2. Re-Synchronise questions: As stated this will update all contracts with the updated questions (which doesn't happen automatically). Deleted questions are not automatically removed and will need to be done contract by contract

Enabling Custom Reporting Fields

After setting up your questions, you need to enable the use of the 'Custom reporting fields'. Once enabled, users can begin capturing data against these fields.

1. In the relevant module settings, under the 'General' tab, click on the 'Custom Reporting Fields' heading (where you setup your questions).
2. Check the box to "Enable custom reporting fields"
   

Custom reporting fields can be enabled for all or a selection of Contract Types and Procurement Processes.

Contracts

To enable for all Contract Types, click on the 'Enable on setup for all Contract types' button.

If you want to choose which Contract Types you want to enable the questions for, follow the below steps:

1. While in the 'Contract Management' module settings (selecting 'Manage Module' from the Contracts Dashboard), click on the 'General' tab.
2. Click on the 'Custom Reporting Fields' heading to expand the settings.
3. Click on the Contract Type you want to enable custom reporting fields for. This will open the configuration settings for that Contract Type.
4. Under the 'Other setup details' section, click to enable 'Custom Reporting Fields'.
   
   
   
   
5. Click on 'Save and Close' in the top-right corner. Repeat the same process for all contract types where you want to enable the custom reporting fields.

Procurement

To enable for all Procurement Processes, click on the 'Enable in planning for all processes' button.

If you want to choose which Procurement Processes you want to enable the questions for, follow the below steps:

1. While in the 'Procurement Planning' module settings (selecting 'Manage Module' from the Contracts Dashboard), click on the 'General' tab.
2. Click on the 'Custom Reporting Fields' heading to expand the settings.
3. Click on the Procurement Process you want to enable custom reporting fields for. This will open the Process tab for that Procurement Process.
4. Under 'Plan' section, click on 'Additional Information' to enable custom reporting fields, you can change the order where it shows up but it must be within the Plan phase
   
   
   
   
5. Click on 'Save and Close' in the top-right corner. Repeat the same process for all contract types where you want to enable the custom reporting fields.

Adding Custom Reporting Fields to Tabular Reports

Each question included in your questionnaire represents a reportable field. To add these fields to a report, follow the below steps.

1. While viewing the 'Questionnaire Builder' (see steps above on how to create your questions), click to open the question you want to add to your tabular report.
2. Under the Question, click on the 'Add to report' heading to display a textbox which will include the 'code' you need to add this field to a report. Click on the field, which will highlight all of the text and and copy the ‘code’.
   
   
   
   
3. Navigate to the tabular report you want to edit.
4. Open the profile properties by clicking on the window icon in the top-left corner.
5. Beside 'Columns' click on the "Edit" button, which will open a pop-up with all existing columns.
   
   
   
   
6. Towards the bottom of the pop-up, click the "Add Advanced" button to add a new column and give the column a name.
   
   
   
   
7. Beside 'Column Definition Filter' click on "Edit", then select "Advanced" from the drop-down.
8. Paste in the 'code' you copied earlier.
   
   
9. Select "Ok" to finalise the new column details, then click to "Save" the tabular report.

Viewing and Entering Data

Contracts

When a user is creating a new contract, and the Contract Type they've selected has the 'custom reporting fields' enabled, there will be an 'Other Details' step included in the Contract Setup where they will be prompted to answer the questions.

Once the setup of the contract has been completed and it moves into the 'management' phase, custom reporting fields can be found at the bottom of the 'Details' tab when viewing a Contract. For a Vendor record, the custom reporting fields are also found at the bottom of the page. Any data already entered can be viewed or edited here, and any new data can also be entered.

To edit or add new data, click on the 'View/Edit Custom Reporting Fields' button - this will open all questions in a pop-up. Make any necessary changes then click on 'Save and Close' in the top-right corner.

Procurement

When a user is creating a new procurement plan and the Procurement Process they've selected has the 'custom reporting fields' enabled, there will be an 'Additional Details' step included in the planning phase where they will be prompted to answer the questions.

To edit or add new data, click on the 'View/Edit Custom Reporting Fields' button - this will open all questions in a pop-up. Make any necessary changes then click on 'Save and Close' in the top-right corner.