Introduction

This feature allows users to create custom fields of various types and tabs, enabling them to associate and organize any relevant information.

This is considered a "Common Functionality" because it is used across all modules in the software. Each Use Case (Risk Management, Compliance, Data Privacy, Etc) implements this module in slightly different ways; this is why it is important that while you understand the theory presented here and how the module is operated (add, edit, etc) you always follow the specific implementation guides.

This documentation is structured as:

Theory concepts that explain what you need to know in order to implement this module.
There is no implementation phase (the operation is embedded in the theory), as these tasks will come from the specific use case guides (Risk, Compliance, etc.).

LLMs

Statistically, most people don’t "read" — and certainly don’t fully "understand" — documentation. If you’re planning to take this course be asured you wil get in trouble.

You can use LLMs to clarify doubts from what you "read" to make sure you "understand", you simply need to copy the URL and paste it into your preferred LLM (OpenAI, Gemini, etc.) together with the prompt below:

I’m trying to understand how customizations works and how it’s implemented in Eramba. This is their documentation. If you’re able to review it, can you answer any quick questions I may have? This is the URL: (paste url here)

If you are somewhat dilligent and careful on your questions you wil get a lot of support from your LLM.

Typical Scenarios

This chapter demonstrates practical ways to use customizations:

Hide fields from forms that are not relevant or used by your organization.
Create custom tabs to organize information according to your workflow or process needs.
Add custom fields to capture additional data specific to your organization.
Rename fields, including their name and description, to better reflect your organizational terminology.
Reorganize fields by moving them up or down to match workflow priorities.
Build non-standard associations between modules.

Supported Versions

Customizations are available in both on-premise and cloud deployments, and are available in Enterprise only.

Scope

Customizations are available in almost every module. You can verify whether a module supports Customizations by opening the module and clicking the Common Features button (the three dots in the top-right corner). If Customizations is listed, the module supports it.

It is important to note that not only main modules have customisations, but also sub-modules. For example, in the Internal Control module, you could also customise the forms used in Audits, Issues, or Maintenance.

Theory

The following is a list of key concepts you need to understand in order to effectively manage customizations:

We strongly suggest you define customisations just after creating a test item and before you mass import or create items in the module. While customisations can be applied at any time, it is harder to put them in place (or remove them) once a lot of data is in the system, since all records might need to be updated.
You can think of fields in a form as “columns” in a spreadsheet. Decide in advance which fields you will use.
Hide unnecessary default fields to simplify implementation and daily operations (this can reduce complexity by approximately 20%).
There is a limit to how many custom fields can be created: new custom fields limit is 30 per module, new custom tabs limit is 4 per module, and linkages between modules are limited to 5 overall.

When you access a module and click on the “Common Features” menu, then click on Customisation, you will be presented with the form for that module and the following options: Add Field, Add Tab, Hide Field, and Edit Field.

Add Field

You can add fields to the forms of the module, there are different types of fields you can create:

Short Text – Text field for brief information.
Paragraph – Text field for longer information or notes.
Date – A field to store date values. This will display a date picker with today’s date pre-selected.
Dropdown – Allows selecting only one option at a time from a predefined list. We strongly advise you to always create an option “Undefined,” as this is typically very useful. Once you start using the dropdown on at least one item, you can no longer change its options.
Dropdown – Multiple Select – Allows selecting multiple options from a predefined list. We strongly advise you to always create an option “Undefined,” as this is typically very useful. Once you start using the dropdown on at least one item, you can no longer change its options.
Numeric – Integer – Stores whole number values.
Numeric – Float – Stores decimal number values.
Custom Role – A field to assign roles for adding users and groups. This role is often used to customise approval, review, and notification workflows. For example, you could have a missing role in a form called “Approver.”
Module Relationship – Creates a custom relationship to another section. This feature is not available on all modules and will create a field on each side of the relationship. For example, if you link the module Business Units/Process to the module Asset Management / Asset, then on the Asset module you will see a field called “Process” with a list of the processes created in Business Units/Process (you will not see anything on the Process module). Views will be adjusted to include an additional column (not displayed by default) with the name “Process.”

Fields can be created by clicking the “Add Field” button within the corresponding tab.

Add Tab

Tabs can be created or rearranged to better organise your fields. You can rearrange fields up and down the form and between tabs. If a tab has no fields, it will not be displayed on the form. Tabs can be added by clicking the “Add Tab” button in the top-right corner.

Hide Field

Fields can be hidden by selecting the Hide slider. It is strongly recommended to review and hide unnecessary fields before working on any module. Some system fields cannot be hidden, as they are mandatory. When hiding fields, these will not be automatically removed from your Views columns, so you may need to adjust those as well.

Edit Field

Fields can be edited by clicking the pencil icon in the actions menu. For custom fields, you can also modify options for Dropdown fields and toggle the mandatory checkbox. You can restore the default titles by clicking the restore button.

Delete Custom Field

Custom fields can be deleted by clicking the trash icon in the actions column. Deleting a custom field will also delete the associated data. System fields cannot be deleted, and deletions cannot be undone.

Preview

This button is used to preview how the form will appear and to verify the customizations you are applying.

Reset

You can reset the order and visibility of fields to their default settings using the Reset button. This action will not delete any custom fields or tabs that have been created.

Rearrange

You can rearrange the order of fields and tabs by dragging and dropping using the six-dot icon on the left side of the field.

Considerations

Notifications

There are many possibilities when it comes to notifications. It essential to understand the notification common feature before making configuration decisions.

Notifications will be affected by any renamed or newly created fields. Any custom role field you create will become a potential recipient in notifications. This is especially important when designing custom workflows, as it allows notifications to be sent to users based on your custom roles.

For example, a custom role field created in the Asset module will appear as an option in the recipient list for notifications.

Customization