In this Article, we'll learn how to add, edit, or remove Groups and Fields from the Association > Additional Info and Homeowners > Additional Info pages. Before making changes, it's important to know that any changes make to the Additional Info pages are GLOBAL and will affect all Associations and/or all Homeowners. For example, if you want to remove the "BBQ Area" Group for one Association, you must remove it for ALL Associations.
How are Additional Info pages arranged?
Additional Info Pages are split into Groups and Fields. The Groups are the categories such as Vehicle Information. The Fields are contained within the Groups and are the individual pieces of information, such as "Vehicle 1 Make/Model". In the screenshot below, Access Info is the Group and Pool Key and Gate Fob are the Fields in that Group.
Adding New Additional Info Groups
With the required permissions, new fields and groups for the Association Additional Info screen can be added, edited, or deleted globally for all homeowners. In this example we will add a group for Vegetable Gardens and give that group some fields with different crops.
Navigate to Settings > Custom Info > Homeowner Info Group first to create a group.
Select “+ New Group” near the top of the screen. A new record will appear, where you can type in the name of the group. Then click “Update” to create your new group.
Now that the group Vegetable Garden has been created, Additional Info Fields can be added.
Note: You will not see any Groups that do not contain at least one Field.
Adding New Additional Info Fields
Next, navigate to Settings > Custom Info > Homeowner Info Fields to create the fields for a group.
From the dropdown next to Choose a Data Group, choose your newly created group – in our example, Vegetable Garden.
There are no fields defined yet. After selecting the new group, click “+ New Field” at the top and a blank record will generate. This can be edited with your desired information.
In the left-most box enter the Field Label. This is the "name" of the Field and will be used to Search for your field.
The Field Type is a dropdown menu to choose from. The different options of the Field Type define how the information is formatted.
- eMail: the system will check whether the information is formatted as an email address.
- Phone: the information will be displayed as a phone number.
- Textbox: a small amount of free text can be entered.
- TextArea: a large amount of text can be entered.
- Date: the system will display the information as a date.
- Number: only numerical values can be entered. The box in Homeowner Additional Info will be formatted to add or subtract one at a time by clicking on the side of it.
- Currency: a dollar amount.
- Checkbox: only a clickable checkbox will appear. Unchecked displays “N”, checked displays “Y”.
The Order will determine in what order these fields appear in the Group.
Using Additional Info Groups/Fields
Notice that all the new fields are now also available as tags in the Vantaca Email Template Editor and the Vantaca Word Add-in: