Custom fields is one of our premium features. It can be enabled and configured separately for each board.
These freely definable fields can be used to collect additional information in the idea input form and this information then gets stored in each individual idea. For example, I could ask a question "What problem does this idea solve?" and the idea creator can then freely type in an answer to that question which then gets saved in the idea on a separate tab. There are many different types of fields, such as one where you can multi-select from a list of options predefined by the admin.
Common examples of use cases for custom fields are:
Root cause or problem the idea addresses
Business units or departments affected by the idea
Severity and/or strategic priority
Budget, business case estimates
Custom fields can also be used to filter ideas on the board. For example, if the question was "What unit does this idea come from?" and the idea creator must choose a certain unit from the given options. Anyone could then use the advanced search on the board to look for ideas from a certain unit.
Note: To be able to complete the following steps, you’ll need to have board admin permissions for the desired Viima board, and your organization must have an appropriate plan. Please contact your Viima super user for access if you are unable to follow the steps below.
How to get there
If you are already on your board, you can navigate to the correct settings page directly the following URL:
If you did this, proceed directly to Step 3. Otherwise, start from Step 1
Creating a custom field
Now, let's create a new custom field! We'll instruct you by creating one for our demo board in this guide.
Custom fields on the board
Next, let's take a quick look at what the custom fields look like in an idea and the idea input form and also how to filter and sort ideas based on the values in the custom fields.
Idea input form
When clicking the "Add new" button on the board, the custom fields of that specific board can be seen at the bottom of the idea input form in the order you've defined in the admin portal. There may be instances when some custom fields may not be visible here, for example, if you're a contributor and the custom field is only for admins or if the custom field becomes active in a later status (steps 8 & 10 above). Also, it may be that a custom field only becomes visible once the correct category is chosen (see step 9 above).
If some custom fields have been made mandatory (Step 3 above), the idea cannot be added until these fields have been filled in.
Custom field information in an idea
Once custom fields are added to the board, a new tab will appear in the right section of ideas called "More info" (PS. you can also rename the section, see Step 12 above). You can find all the custom field-related information for each individual idea here.
Filtering ideas through custom fields (Advanced search)
The information in the custom fields can be used to filter ideas on the board. This is a handy way to use the custom fields as sub-categories especially when there are a lot of ideas on the board. Intuitively, dropdown and multiselect fields work best when subcategorizing since with a free text field you would need to know exactly what to search for. However, also free text fields can be used to filter ideas.
Simply click the "Advanced search" under the search bar in the top left corner, choose (or with a free text field, write in) the values you wish to search by, and click "Search".
After this, you will see the ideas on the board filtered by these criteria in the custom fields. If you wish to remove the filter, simply click the "Clear search" above the search bar.
Sorting ideas on the board through custom fields
You can also sort ideas on the Y-axis (up to down) on the board using the information in the custom fields. Only dropdown or multiselect type custom fields can be used here as they have a pre-set list of options to sort by.
For example, in the image below, we chose the custom field "Strategic priority" which has predefined options from 1 to 5. Now the ideas are sorted on the board based on which value each idea has based on this custom field. The N/A on the bottom is for ideas that have no value in this custom field.
Comparing custom field information in the list view
Another way to sort or compare ideas using the custom field information is by going to the list view from the bottom left corner of the board.
After scrolling to the right, you can easily see here the individual custom field values of the ideas and use this information to sort or compare the ideas.
In the image below, we have clicked "Strategic priority" thus arranging the ideas here by the values of this custom field.
Exporting custom field data
If you wish to download the information from the custom fields to your device, there is a simple way to do this from the "Admin portal" of the board. It requires admin access to do this.
Simply go to the "Ideas" section in the admin portal of your board, and go to "Advanced search" to select the criteria by which ideas will be included in the report.
Click "Export ideas".
In the exported Excel file, you can find the custom field values for each individual idea in the first tab.