Custom fields

Custom fields are a premium feature that allows you to add additional information, specific to your internal uses, on certain objects of the platform. Let's see in this article the scope of this feature and how to use it.

Within this article

• Scope of the Custom fields
• Setting up a Custom field 
• Managing Custom fields
• Use activated Custom fields

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Scope of the Custom fields

Custom Fields allow you to enrich your use of the platform by adding specific information at certain stages of the purchasing process (Request for Proposals, Purchase Order, Activity Report).

They can be used directly from the LittleBig platform or also in connection with your information systems if the interfacing option has been activated.

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Setting up a Custom field

To create a new custom field:

1. Go to the Company tab and click on Custom fields management
2. On the page that will appear, click on Create a field in the upper right corner

3. Fill in the form by starting with the Field configuration section:

• • Technical Key: Whether you use this feature within the LittleBig platform or from a third party internal resource via interfacing, it will be necessary to have a Technical Key. 
    • Within LittleBig, fill in the field by copying the title of the value to add 
    • Within your own tools (via interfacing), you may fill this field with the same alphanumerical value you may find within your tools. This will enable you to recover the necessary data within your own tools, which would have been set up at LittleBig, in a secure manner. 
  • Title: The name of the field you would like to add (example: ID number)
  • Description: Add a description of the information to fill in (example: Please add your internal ID number)
  • Type of field:
    • Free text: enables you to add varied alphanumerical data values 
    • Dropdown list: invites you to create a list of specific and precise values to chose from. The system will ask you to add the relevant descriptions as well.
  • File (optional): You may add attachments that your users will be able to open and consult upon the creation of the new RFP. The file could be a guide or glossary for the Custom field, for instance.
  • Affected Entities:  Within this section, you may be able to chose all the entities that will use this Custom field

4. Finally, in the Field association section, select when (RFP and/or PO creation) and how (mandatory or not) will this field be applied, and click on Add

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Managing Custom fields

Within the Custom Fields general list page, you may be able to:

• Modify the Custom field by clicking on the icon on the right
• Delete the Custom field by clicking on the icon on the right
• Activate/deactivate the Custom field by clicking on the toggle button on the left

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Use activated Custom fields

If a custom field is activated on RFPs and/or projects, then it can (or must, if defined as mandatory) be used at the following moments:

• In the RFP creation form: Operational managers must enter it in the Specific settings step, and custom fields will then be visible in the General information box on the right of the RFP page (only by you, not suppliers).
  
  
  
  
• In the proposal validation form: for a custom field defined on the RFP and the project, it will be retrieved from the RFP on this validation form, with the option of editing it. If it is edited, it will have two values: one for the RFP and one for the project and purchase order (PO).
• In the Billing voucher (BV): Following validation of the Activity report, the project custom field is displayed on the downloadable BV.
• When renewing a project: Operational managers must update the RFP custom fields on renewal if they have been modified during the previous project.