In part 1 of this series on the evolution of Acumatica Attributes, we saw that attributes are easy to setup, come with different control types and do not have application limits. In addition, by associating attributes to an entity class, users can dynamically change the attribute list based on the class selected. In part 2, we will explore how attributes can be deployed to forms that are not defined by class, such as Purchase Order and Bills and Adjustments.
In 2018 R2, Acumatica introduced a new feature called User Defined Fields (UDF in short). UDF allows users to configure existing document screens to capture custom information directly on the data entry form. To think of attributes in part 1 as defined at the ‘setup’ level (e.g. a stock item), attributes on a form extends to the ‘transaction’ level (e.g. a purchase order for the stock item).
In case you wondered if UDF means the same thing as attribute and if one replaces the other, you are not alone. I struggled with the terminology the first time I saw them. Here is how you can understand how they co-exist. Attributes are the building blocks and continue to be used in Acumatica. UDF is not a different type/class of attributes; it is simply a collection of attributes on a form.
Let’s look at Purchase Orders and determine the steps to add attributes to a UDF-enabled form. First, go to Customization and select Manage User-Defined Fields on the form. This puts the form in Edit mode for adding and managing UDFs.
Figure 1. Enter Edit mode to manage User-Defined Fields
In the User-Defined Field Parameters window, I selected from available Attributes and positioned each by row and column numbers like a coordinate on a spreadsheet.
Figure 2. Select and position User-Defined Fields in the Purchase Orders form
By exiting Edit mode, the form is updated to show 2 tabs in the header section – Document tab with the default fields and User-Defined Fields tab with the selected attributes. Here I mocked up a 25x4 grid of attributes to prove that a lot of attributes can be fitted in UDF. In practice, I expect that quantity to be much less and that makes UDF a highly useful and customizable feature at the form level.
Figure 3. A 25x4 grid of attributes in the User-Defined Fields tab
In 2020 R2, Acumatica makes User-Defined Fields even better by allowing attributes to be selective based on document type. We will have a closer look at that change in part 3.
Eric.