Configuring Custom Fields for CM

  • Updated on May 5, 2026
  • Published on Apr 24, 2026
  • 22 minute(s) read
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You can add new Custom Fields using the Form Builder for the Change Management sub-module of the Service Management module.

To configure Custom Fields for Change Management, perform the following steps:

  1. Select Admin > Infrastructure > Form Builder.

  2. Select the required Department and Module as Change Management. The Custom Attributes for Change Management page is displayed.

  3. On the right-side panel, click Add New.

  4. Under the Form Details tab, select a Department in the Department drop-down list, select the tab where you want to display the Custom Fields in the Display At drop-down list and click Next.

    Figure: FORM BUILDER page: FORM DETAILS tab

  5. Under the Form Builder tab, you can select the Custom Fields to be displayed on the page. From the left- hand side panel, select the type of field that you want to add from the Simple Controls, Group Templates, Form Templates sections. Drag and drop it in the central section of the page.

  6. Based on the field type selected, the properties are displayed under the PROPERTIES section on the right-hand-side panel. Fill in the required property details.

  7. Click the Remove Field icon to remove the Custom Field. You can also change the sequence of the fields by dragging them up and down. For more information about the various types of fields and their properties, see Field Description.

  8. Click Save as Template button to save the Form as template. On the Save Form pop-up page, type in the name for the Form in the Form Name text box and click Save. The saved Form is available under Form Templates and can be re-used.

  9. If a Group is selected Save Group as Template button is displayed. Click the Save Group as Template button to save the selected Group. On the Save Group pop-up page, type in the name for the Group in the Group Name text box and click SAVE. The saved Group is available under Group Templates and can be re-used. Click Next.

  10. Under the Preview tab, you can view the Custom Fields that you added.

  11. Click Save. The Custom Fields are configured.

    Figure: FORM BUILDER page: PREVIEW tab

Field Description

The following table describes the field types and their properties on the Form Builder tab under the Form Builder page:

Field

Description

Group

Click Group to create a group under the tab. Use this to group related fields. Type in the required values for the following properties:

  • Label: Type in the label name of the group.

  • Description: Type in the description for the group

  • No. of Columns: Select the number of columns that can be added under the group. You can add maximum of two columns.

  • Multivalued Group: Click Is Multivalued Group to indicate that multiple fields can be added under the group. If this check box is selected, you need to also specify a value for Page Size. The Page Size indicates the maximum number of fields allowed on a single page.

Text Box/ Text Area

Click Text Box to create a text box field. Click Text Area to create a text box field that allows more characters compared to text box field. For example, for User Name, use Text Box and for User Comments, use Text Area. Text and Text Area have the following fields:

  • Label: Type in the label name for the text box or text area.

  • Required: Select the Required check box to make the text box or text area a mandatory field.

  • Tooltip Text: Type in the tooltip text for the users to help them in typing in details in the field.

  • Watermark Text: Type in the watermark text that should appear in the text or text area field if the user does not enter any information in the field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Length Limit: Specify the length of the field by entering values in Min and Max fields.

Check Box

Click Check Box to create a check box field. Type in the required values for the following properties:

  • Label: Type in the label name for the check box.

  • Required: Select the Required check box to make the check box a mandatory field.

  • Tooltip Text: Type in the tooltip text for the users to help them in typing in details in the field.

Drop-down

Click Drop-down to create a drop-down field. Use this field to add an attribute for which the user needs to select from multiple available options. Type in the required values for the following properties:

  • Label: Type in the label name for the Drop-down.

  • Required: Select the Required check box to make this field as a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Parent: Select the parent for this drop-down list. if selected, the values of this drop-down list depends upon the value selected in the Parent drop-down list.

  • Options: Select the appropriate options for the drop-down list. Following are the available options:

    Options

    • Common Master: If selected, the Type field is displayed. Search and Select the required Common Master Type from the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the subategory.
      Note:
      If the selected Common Master Type configured with Domain-specific values, then the Drop-down custom field on the NEW CHANGE RECORD page (Change > User > New Change Record) displays the Tenant's Domain-specific values.

    • Custom Table - If selected, the Table Name drop-down list is displayed. Select the required Custom Table from the Table Name drop-down list. If selected, the Column Name drop-down list is displayed. Select the required column from Column Name drop-down list.

      Note

      The Custom Table, which is created from the Dynamic Web Services (See: Configuring Web Services) is populated in the Table Name drop-down list.

      Customer Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

    • Change Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

    • Manual: If selected, a new text box is displayed, where you can type in the options manually. These options are displayed in the Drop-down list on the NEW CHANGE RECORD page.

    • User Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The drop-down list on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

  • Auto populate: Select the check box to auto populate the configured values.
     When Auto Populate is selected, the Options data source is selected as User Master, by default.
    Following fields are displayed only if Auto Populate check box is selected.

    Dependent Attribute: The Dependent Attribute specifies the field that acts as the reference for retrieving data. To auto populate the custom fields, map the Dependent Attribute field value to user fields. The User field can be only mapped to another User field or any custom user fields configured in the user master.

    Value Attribute: The Value Attribute specifies the field from which the system retrieves the value to populate the custom field. This attribute determines what information should be fetched from the selected user or system record. To auto populate the custom fields, map the field value to the user fields.

    Example: Auto Populate Location

    An organization wants the Location drop-down field to automatically populate based on the selected user.

    Configuration

    Property  - Value

    • Control Type  - Drop-down

    • Label Location

    • Data Source User Master

    • Auto Populate Enabled

    • Dependent Attribute Requested By

    • Value Attribute Location

    Outcome:

    When the user creates a change record:

    Requested By Location (Auto Populated)

    John Smith Bangalore

    The Location drop-down automatically selects the correct value.

    Editable: If selected, the end users can edit the values in the user field.

Date

Click Date to add a date field. Type in the required values for the following properties:

  • Label: Type in the label name for the date field.

  • Required: Select the Required check box to make the date field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in selecting date for this date field.

  • Include Timestamp - If selected, the users can configure the time (in hours and mins) along with the date. It allows the users to specify the exact date and time (in hours and minutes).
     Including the timestamp helps teams maintain accurate timelines for change activities such as Change Approval Time and Change Implementation Time.

  • Auto populate: Select the check box to auto populate the configured values.
    When Auto Populate is selected, the Options data source is selected as User Master, by default.

    Following fields are displayed only if Auto Populate check box is selected.

    Dependent Attribute: The Dependent Attribute specifies the field that acts as the reference for retrieving data. To auto populate the custom fields, map the Dependent Attribute field value to user fields. The User field can be only mapped to another User field or any custom user fields configured in the user master.

    Value Attribute: The Value Attribute specifies the field from which the system retrieves the value to populate the custom field. This attribute determines what information should be fetched from the selected user or system record. To auto populate the custom fields, map the field value to the user fields.

    Example - Auto Populate Join Date Based on Requestor

    An organization wants the Employee Join Date field to automatically populate when a Change record is created.

    The value should be retrieved from the User Master based on the selected Requestor.

    Configuration

    Property Value

    Control Type - Date / Time Field

    Label - Employee Join Date

    Auto Populate - Enabled

    Dependent - Attribute Requestor

    Value Attribute - Join Date

    User Experience

    1. A user opens the New Change Record page.

    2. The Requestor field displays the logged-in user or selected user.

    3. The system checks the User Master for the Join Date of that user.

    4. The Employee Join Date field is automatically populated.

    Outcome

    Requestor - Employee Join Date (Auto Populated)

    Sam - 15-Jan-2021

    Editable: If selected, the end users can edit the values in the user field.

Number

Click Number to add a number field. For example, Maximum Approvals Required. Type in the required values for the following properties:

  • Label: Type in the label name for the number field.

  • Required: Select the Required check box to make the number field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering number values for this field.

  • Minimum/ Maximum: Specify the range of numbers that can be entered in this field by entering values in the Above and Below fields.

  • Integer Only: Select the Only accept integers check box to allow users to enter only integers. Any number without any decimal value is called an integer. For example, 121, 57, 23 are integers. However, 20.1, 56.8, 13.01 are not integers.

E-mail

Click E-mail to add a field for entering e-mail ids. Type in the required values for the following properties:

  • Label: Type in the label name for the e-mail field.

  • Required: Select the Required check box to make the e-mail field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering value for this e-mail field.

File

Click File to add a field where files can be added. Type in the required values for the following properties:

  • Label: Type in the label name for the file field.

  • Required: Select the Required check box to make the file field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering value for this file field.

Price

Click Price to add a field where prices can be added. For example, Project Cost. Type in the required values for the following properties:

  • Label: Type in the label name for the price field.

  • Required: Select the Required check box to make the price field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering price for this field.

  • Units: Type in the unit based on which the price should be calculated, for example, per hour or per piece.

Website

Click Website to add a field where website URLs can be added. Type in the required values for the following properties:
Label:

  • Label: Type in the label name for the website field.

  • Required: Select the Required check box to make the website field a mandatory field.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering website URL for this field.

User

Click User to add a field for searching files and attaching them. Type in the required values for the following properties:

  • Required: Select the Required check box to make the search field a mandatory field.

  • Status: Select the required status from the drop-down list.

  • Size: Select the size of the field, Small, Medium, Large.

  • Tooltip Text: Type in the tooltip text for the users to help them in entering search criteria for this field.

  • Include Inactive: If selected, the inactive users along with the active users can be searched by the End User while logging a Change record.

  • Update By: Select End User or Administrator from the drop-down list.

  • Is Unique: Select the check box to configure the User values as unique.

  • Auto populate: Select the check box to auto populate the configured values.
    When Auto Populate is selected, the Options data source is selected as User Master, by default.
    Following fields are displayed only if Auto Populate check box is selected.

    Dependent Attribute: The Dependent Attribute specifies the field that acts as the reference for retrieving data. To auto populate the custom fields, map the Dependent Attribute field value to user fields. The User field can be only mapped to another User field or any custom user fields configured in the user master.

    Value Attribute: The Value Attribute specifies the field from which the system retrieves the value to populate the custom field. This attribute determines what information should be fetched from the selected user or system record. To auto populate the custom fields, map the field value to the user fields.

    Example: Auto Populate Manager

    An organization wants the Manager field to be automatically filled when a Change record is created.

    Configurations

    Field - Label Manager

    Auto Populate - Enabled

    Dependent Attribute - Requested By

    Value Attribute - Manager

    Outcome

    A user creates a New Change Record.

    The Requested By field is automatically set to the logged-in user.

    The system retrieves the user's Manager from the User Master data source.

    The Manager field is automatically populated.

    Requested By Manager

    John Smith Sarah Johnson

  • Editable: If selected, the end users can edit the values in the user field.

MV Dropdown

Click MV Drop-down to create a drop-down field. Use this field to add an attribute for which the user needs to select from multiple available options. Type in the required values for the following properties:

  • Label: Type in the label name for the check box.

  • Required: Select the Required check box to make the check box a mandatory field.

  • Status: Select the required status from the drop-down list.

  • Size: Select the size of the field, Small, Medium, Large.

  • Parent: Select the parent for this drop-down list. The values of this drop-down list depends upon the value selected in the Parent drop-down list.

  • Options: Select the appropriate data source option for the drop-down list. Following are the available options:

    Options

    • Common Master: If selected, the Type field is displayed. Search and Select the required Common Master Type from the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.
      Note: If the selected Common Master Type configured with Domain-specific values, then the Drop-down custom field on the NEW CHANGE RECORD page (Change > User > New Change Record) displays the Tenant's Domain-specific values.

    • Custom Table - If selected, the Table Name drop-down list is displayed. Select the required Custom Table from the Table Name drop-down list. If selected, the Column Name drop-down list is displayed. Select the required column from Column Name drop-down list. Note: The Custom Table, which is created from the Dynamic Web Services (See: Configuring Web Services ) is populated in the Table Name drop-down list.

    • Customer Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

    • Change Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Drop-down list, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

    • Manual: If selected, a new text box is displayed, where you can type in the options manually. These options are displayed in the Drop-down list on the NEW CHANGE RECORD page.

    • User Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The drop-down list on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

  • Auto populate: Select the check box to auto populate the configured values. Note: When Auto Populate is selected, the Options data source is selected as User Master, by default. The following fields are displayed only if Auto Populate check box is selected.
    Dependent Attribute: The Dependent Attribute specifies the field that acts as the reference for retrieving data. To auto populate the custom fields, map the Dependent Attribute field value to user fields. The User field can be only mapped to another User field or any custom user fields configured in the user master.

    Value Attribute: The Value Attribute specifies the field from which the system retrieves the value to populate the custom field. This attribute determines what information should be fetched from the selected user or system record. To auto populate the custom fields, map the field value to the user fields.

    Example: Auto Populate Location

    An organization wants the Location drop-down field to automatically populate based on the selected user.

    Configuration

    Property - Value

    Control Type - Drop-down

    Label - Location

    Data Source - User Master

    Auto Populate - Enabled

    Dependent Attribute - Requested By

    Value Attribute - Location

    Outcome:

    When the user creates a change record:

    Requested By Location (Auto Populated)

    John Smith Bangalore

    The Location drop-down automatically selects the correct value

Editable: If selected, the end users can edit the values in the user field.

Autofill

This control dynamically retrieves and populates the values from the selected data source. It helps reduce manual input and ensures consistent data selection when creating or updating Change records.

  • Label: Type in the label name for the Autofill control.

  • Required: Select the check box to configure the field as mandatory.

  • Status: Select the required status from the drop-down list.

  • Size: Configure the display width of the control in the form layout. Available options are:
    Small - Occupies minimal space in the form.

    Medium - Default size for most fields.

    Large - Provides more space for displaying values.

  • Parent: The Autofill control supports parent–child relationships, allowing field values to dynamically filter based on another field selection. When a parent value is selected, the system displays only the relevant child values.

    Example: Location Hierarchy

    The Autofill control supports parent–child relationships, allowing field values to be filtered based on another field selection. When a user selects a value in the parent field, the system displays only the associated values in the child field.

    Example: Country and State

    Parent Field Child Field

    Country State

    Country State

    India Karnataka

    India Maharashtra

    India Kerala

    Outcome

    User selects India as the Country. The State field displays only:

    Karnataka

    Maharashtra

    Kerala

    This prevents users from selecting invalid combinations.

  • Options: Select appropriate data source option for the Autofill control. The Options setting determines where the Autofill control retrieves its values. Following are the available options:

    Options

    • Common Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Autofill, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

      Note

      If the selected Common Master Type is configured with Domain-specific values, then the Autofill custom field on the NEW CHANGE RECORD page (Change > User > New Change Record) displays the Tenant's Domain-specific values.

    • Custom Table - If selected, the Type drop-down list is displayed. Select the required Custom Table from the Type drop-down list. If selected, the Dynamic Column drop-down list is displayed. Select the required column from Dynamic Column drop-down list. Note: The Custom Table, which is created from the Dynamic Web Services (See: Configuring Web Services) is populated in the Type drop-down list.

    • Customer Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Autofill control, on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

    • Manual: If selected, a new text box is displayed, where you can type in the options manually. These options are displayed in the Autofill control on the NEW CHANGE RECORD page.

    • User Master: If selected, the Type drop-down list is displayed. Select the sub-category in the Type drop-down list. The Autofill on the NEW CHANGE RECORD page is populated with all the configured options for the sub-category.

Group Templates

This section displays all the saved Group Templates. Drag and drop a Group Template to add a group of fields to the Form.

Form Templates

This section displays all the saved Form Templates. Drag and drop a Form Template to add a group of fields to the Form.

Example

Scenario

Add a new Custom Field (Label Name: Workgroup) using drop-down control and use Custom Table's Custom Data as a data source.

To Add a new Drop-down Custom Field for Change Management, perform the following steps:

  1. Select Admin > Infrastructure > Form Builder.

  2. Select the required Tenant and Module as Change Management. The Custom Attributes for Change Management for Change Management page is displayed.

  3. On the right-side panel, click Add New.

  4. Under the Form Details tab, select a Tenant in the Tenant drop-down list, select the tab where you want to display the Custom Fields in the Display At drop-down list.

  5. Click Next. The Form Builder tab is displayed.

  6. On the Form Builder tab drag and drop the Drop-down control under Default Group.

  7. Type in the Label as Workgroup.

  8. Select the data source as Custom Table from Options drop-down list.

  9. Select the data source table name from Table Name drop-down list (Ex: Workgroup_Table).

  10. Select the data source for the control from Column Name drop-down list (Ex: Workgroup).

  11. Click Next. Under the Preview tab you can view the custom field that you added.

  12. Click Save. A saved successfully pop-up message is displayed.

Dropdown Mapping

A Single Value Drop-down can have a Single Value or a Multi Value Drop-down as Child.

Figure: Single Select vs Multi Select Dropdown

Example

Adding a Multi Value (MV) dropdown named Country as Child to Single Value (SV) Dropdown Continent.

To Add a MV Drop-down as Child for Change Management:

1. Select Admin > Infrastructure > Form Builder.

2. Select the required Department and Module as Change Management. The Custom Attributes for Change Management page is displayed.

3. On the right-side panel, click Add New.

4. Under the Form Details tab, select a Department in the Department drop-down list, select the tab where you want to display the Custom Fields in the Display At drop-down list.

5. Click Next. The Form Builder tab is displayed.

6. On the Form Builder tab drag and drop the Drop-down control under Default Group and name it as Continent.

7. Drag and Drop a Multi Value Drop-down control under Default Group and name it as Country.

The Multi-Valued Drop-down control allows the user to type or select multiple values from a list of predefined options. Type in the required values for the following properties:

Field

Description

Label

Type in the label name for the MV Drop-down.

Required

Select the Required check box to make this field as a mandatory field.

Size

Select the size of the field, Small, Medium, Large.

Options

Select the appropriate options for the drop-down list. Following are the available options:

Custom Attribute

If selected, the Table Name field is displayed. Select the required Custom Table from the Table Name drop-down list. If selected, the Column Name field is displayed. Select the required data source column name from Column Name drop-down list. For information, see Example.

Parent

A Multi Value Drop-down field can have a Single Value or a Multi Value Drop-down field as Parent.


On selecting Parent field, Options Mapping must appear where you can map a Child value to Parent value.

On Expanding the parent dropdown, all the Parent values will be displayed for selection.

One Parent Value can be mapped to multiple child values, for example:

Parent = Continent = Africa

Child = Country = Africa and Botswana

Actions

This section explains all the icons displayed on the right-side panel of the Form Builder page.

Show List

Click Show List to display the List table showing all the configured Custom Fields for the selected Tenant.

Figure: FORM BUILDER page: List of Change Management Custom Fields

  • To update a Custom Field, select the respective tab name check box and click the Edit icon on the right-side panel. Make appropriate changes and click Submit.

  • To display the inactive Custom Fields, click the Include Inactive check box.

Note

When the Custom Fields are displayed under the List table, the Add New action is displayed on the right-side panel. Click Add New to configure a new Custom Field.

Validate Controls

Click Validate Controls to configure conditions to validate and take actions on the Custom Attributes. Upon clicking Validate Controls, the Validate Controls pop-up page is displayed.


On the Validate Controls pop-up page, select the group name in the Group drop-down list. The groups are configured under the Form Builder tab. On selecting the group, all the Rules configured for Group Attributes are displayed on a table.

  • Click on the Rule ID link to edit the Rule.

  • Click to delete the Rule.

  • Click to add a new Rule for the selected group.

Select the Group Attribute in the drop-down list, specify the Condition and configure the Action for the Condition. For more information about the fields, see Field Description.

Field Description

The following table describes the fields on the Validate Controls page:

Field

Description

RULES tab

AND

Click the AND tab to add Rule using the AND operand for configuring Rules for the selected Custom Attributes. If the AND operand is selected,all the Rules defined under it have to be successful to implement the Action.

To add Rules:

Select the Custom Attribute for which you want to configure the Rule from the list. Choose the operator from the list. Type in the value you want to equate with the Rule.

OR

Click the OR tab to add rule using the OR operand for configuring Rules for the selected Custom Attributes. If the OR operand is used then at least one of the Rules has to be successful to implement the Action.
To add Rules:
Select the Custom Attribute for which you want to configure the Rule from the list. Choose the operator from the list. Type in the value you want to equate with the Rule.

Add Rule

Click Add Rule to add another row of Rules.

Add Block

Click Add Block to add another block of Rules configuration.

Delete Block

Click Delete Block to delete the additional row of Rules configuration.

Delete

Click Delete to delete the configured Rule.

Next

Click Next to move to the next tab.

Save

Click Save to save the configured details.

Click to view the list of configured Rules.

ACTION tab

Script Type

Lists the Script Types.

  • Auto Generate Script: Select the option to auto-generate Script based on the configured Rule.

  • Manual Script: Type in the Script for the Rule.

Select the Script Type from the list.

Action

Lists the Actions.

  • Hide: Select the option to hide the target attribute if the configured Rule is successful.

  • Mandatory: Select the option to configure the target attribute as mandatory

  • Disable: Select the option to disable the target attribute if the configured Rule is successful.

Select an Action from the list.

Target Attribute

Specify the target attribute on which the selected action has to be performed.

Event Type

Lists the Event Types.

  • On Control Change: If selected, the configured Action takes place on control change.

  • On Page Submit: If selected, the configured Action takes place on page submit.

Specify the Event Type from the list.

Add

Click add to add the configured Action to the Script.

Preview

You can preview the Script in this text box.


EDIT

Click Edit to edit a Custom Field. Select the check box for the tab name whose Custom Fields you want to edit and click the Edit icon.