User-Defined Fields (UDFs)

User-defined fields (UDFs) enable administrators to create new fields for certain types of entities.

User-defined fields can be created for:

• All People
• Companies
• Incorporations
• Individuals
• Other Entities
• Partnerships
• Branches and registrations in jurisdiction

These fields can apply to entities in all countries or to specific countries only and are used to record additional information regarding entities.

The fields appear on the Entity Details page or within the Compliance section, that is, on the Accounts, Annual Return or Annual Meeting pages. It is possible to select where within the details page you want the user-defined field to appear, for example, at the end of the details page or within a particular section, such as under the Main Details or within the Management section. User-defined fields created to appear within the Compliance section automatically appear at the end of the page under a new section called Extra Details.

The fields can be assigned to Access Groups, which means that security can be defined for them in order to prevent certain users from seeing certain information.

The system contains a vast number of user-defined fields for all people, companies, individuals and other entities by default. These fields may be required for certain forms and for certain functions. For example, the ASIC Corporate Key, which is needed for Australian electronic filing, the Governing Law field, which is used on various UK forms that require non EEA details to be supplied, and the Section 243 Exemption in place field which is needed for individuals who have confidentiality orders in the UK. These fields mentioned as examples are hidden and need to be made visible if you require them. The system also contains user-defined fields that only apply to certain jurisdictions.

To view these fields, navigate to:

• System Tools > User Defined Fields.
• Select either All People > Companies Only > Incorporations Only > Individuals Only > Other Entities Only > Partnerships Only > Registrations Only. For example, select Companies Only in order to see the available fields for companies:

Seq – This is the sequence number of the field and it determines the order in which the UDFs appear under the relevant section within the details page. This order can be amended using the Move to Seq option from the Options Menu or by dragging.

Field – This contains the quick reference (unique code) of the user-defined field.

Field Name – This is the description of the field and how it is displayed in the selected pages.

Table – This tells you to which database table the field belongs.

Section – This tells you where within the entity details the field will be displayed, for example, under the Main Details.

Data Type – User-defined fields can be headings, sub-headings, date fields, number fields (whole integer or number with decimal places), yes/no fields, free text fields or choice lists. The data type states the type of data that can be entered for the field in question. The data type cannot be modified for existing user-defined fields. Consequently, if a 'date' field has been created, it will have to remain a 'date' field even though the description of the field can be modified.

Not Ctry – UDFs can also be excluded from appearing under Companies in certain jurisdictions. This column lists the codes of the countries, if any, that the field does not apply to. These countries can be changed.

Countries – This column lists the codes of the countries that the user-defined fields apply to. Hover with the mouse cursor to see the names of these countries. These countries can be amended.

AG – This column shows the Access Group to which the field belongs. By default, all user-defined fields are assigned to Access Group 0 or 1 which means universal access. Use a higher Access Group (2 to 39) if you want to restrict user access to these fields.

Visibility – This tells you whether a field is visible or hidden. It says Never if it is currently hidden.

To make a field visible:

• Select the Options Menu adjacent to the field in question
• Select Change Visibility > Visible.

• You can also select the Not if blank option, which means the field is hidden from the Company Details page if it has not been populated with information.
• Alternatively, select Never if you want to hide the field, or Form if you only want this field to appear on forms.