Applies to: Version 5.0
PastPerfect 5.0 includes custom fields to capture additional data that may not fit in already available catalog fields.
To set up a Custom Field, use the following steps:
- From the Main Menu, click the “Setup” button, and then click "Custom Fields."
- Choose the Catalog or area in PastPerfect for your new custom field from the left sidebar.
- Determine which Custom field you wish to use (see notes below for additional information), then enter the new name of the field (e.g. Contacts Field 01 or Photos Field 12)
- If you are using multiple custom fields for the related information in your collections catalogs, you can rename the Custom button from the top of this screen. This new name will appear on the Sidebar in the appropriate catalog.
- Set up the Authority File, if applicable. Please note you do not have to put all Authority File entries in at once; entries can be added or edited on an ongoing basis.
- Click "Exit" to return to the Main Menu.
- Click the button to open the catalog that you added your custom field to verify that the correct change was made. Once satisfied, you can start entering new information in this custom field.
IMPORTANT INFORMATION BEFORE USING CUSTOM FIELDS:
Before renaming and using a Custom Field, check to see if that field already contains information within your records. The easiest way to check if a field is already in use is to run a query on the Custom Field to see if it contains any information. You can run the query from the individual catalogs or from Research | All 4 Catalogs for fields in Objects, Photos, Archives, and Library if you plan to use the same custom field across multiple catalogs.
On the Query screen, create the filter statement by first selecting the Custom Field that you want to use from the Field drop-down menu and then choose "Is Not Empty" for the condition. Add this statement line to your filter statement, and then run your query. If you get any results, you need to evaluate these records and the information in the custom fields.
It’s important to remember that each custom field has a character limit and format. You should make sure the field fits the needs of the information you want to enter. An easy way to check what the format or character limit of a field is click in the field and then press the "F1" key on your keyboard. This will bring up the Help screen for that field, and the field type and character limit will be listed in the lower left corner.
Additionally, each catalog's Custom Field 1 is an indexed field in PastPerfect and can be used for sorting and Instant Find searches. It is recommended to reserve this field for information that would be sortable in your collection.
Related Resources
- Video Tech Tip: Creating and Using Custom Fields in PastPerfect 5.0