Configuring Individual User Defined Fields

Attention: Athena is now Bonterra. Please bear with us as we update our screenshots to match our new name

Individual User Defined fields are fully customizable fields that your agency can use to gather a wide variety of information at the Individual level in Penelope. Each field can be modified as required.

For information on where Individual user defined fields appear throughout Penelope click here.

Individual User Defined Fields

Field	Type	Label Character Limit	List Item Character Limit	Response Character Limit	Searchable?
Individual Checkbox 1	Checkbox	25	n/a	n/a	Yes
Individual Checkbox 2	Checkbox	25	n/a	n/a	Yes
Individual Checkbox 3	Checkbox	25	n/a	n/a	No
Individual Checkbox 4	Checkbox	25	n/a	n/a	No
Individual Checkbox 5	Checkbox	25	n/a	n/a	No
Individual Date 1	Date	25	n/a	n/a	Yes
Individual Date 2	Date	25	n/a	n/a	Yes
Individual Date 3	Date	25	n/a	n/a	No
Individual Date 4	Date	25	n/a	n/a	No
Individual Date 5	Date	25	n/a	n/a	No
Individual Drop-Down 1	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 2	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 3	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 4	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 5	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 6	Drop-Down	25	50	n/a	Yes
Individual Drop-Down 7	Drop-Down	25	25	n/a	No
Individual Drop-Down 8	Drop-Down	25	20	n/a	No
Individual Drop-Down 9	Drop-Down	25	20	n/a	No
Individual Drop-Down 10	Drop-Down	25	20	n/a	No
Individual Drop-Down 11	Drop-Down	25	30	n/a	No
Individual Drop-Down 12	Drop-Down	25	20	n/a	No
Individual Record Drop-Down	Drop-Down	25	40	n/a	No
Individual Title	Drop-Down	n/a	20	n/a	No
Individual User Defined Country	Drop-Down	n/a	30	n/a	No
Individual Memo 1	Memo	25	n/a	Unlimited	No
Individual Memo 2	Memo	25	n/a	Unlimited	No
Individual Middle Initial	Text	25	n/a	2	No
Individual Text 1	Text	25	n/a	100	Yes
Individual Text 2	Text	25	n/a	100	Yes
Individual Text 3	Text	25	n/a	100	No
Individual Text 4	Text	25	n/a	100	No
Individual Text 5	Text	25	n/a	100	No
Individual Text 6	Text	25	n/a	100	No
Individual Text 7	Text	25	n/a	100	No
Individual Text 8	Text	25	n/a	100	No

The information in the table above changes from time to time and is accurate at the time of publishing.

Note

There is no history tracking with user defined fields. If you need to track the history of a user defined field it is best to use a Document.

Configuring your Individual User Defined Fields

To setup Individual User Defined fields in Penelope you will need to be logged in with a System Administrator account.

1. In the System Setup section select Individual.

2. On the Individual Setup page select the User Defined tab.

3. Click Edit.

4. Enter the Field Name of the User Defined field.

5. Then check In Use to make it active.

6. To make it a Required field check the Required check box.

7. Repeat Steps 4-6 for each User Defined field you would like to update/use.

8. Click Save.

Update/Edit your Individual User Defined Fields

To update/edit your Individual User Defined fields follow the steps listed above for Configuring your Individual User Defined Fields.

Activate/Deactivate your Individual User Defined Fields

To activate/deactivate Individual User Defined fields in Penelope you will need to be logged in with a System Administrator account.

1. In the System Setup section select Individual.

2. On the Individual Setup page select the User Defined tab.

3. Click Edit.

4. Then check In Use of the User Defined field you would like to activate/deactivate.

5. Repeat Step 4 for each User Defined field you would like to activate/deactivate.

6. Click Save.

Modify Drop-Down Values for User Defined Fields

1. In the System Setup, select Individual.

2. Select the User Defined tab.

3. In the Type column, select Drop Down next to the user defined field values you wish to modify.

   

4. On the Drop Down Values page, make the needed edits:

   1. To Add a new value, click Add in the Active Values section.

   2. To Remove a value, click the minus (-) icon to the right of the value in the Active Values section.

   3. To activate a previously deactivated value, click the plus (+) icon to the right of the value in the Inactive Values section.

   4. To modify the name of a value, click on it's label, type the needed edits, and Save.

Example Fields

Individual User Defined fields are unique to your agency’s data collection needs but if you need assistance in imagining the possibilities we’ve included some common examples below:

Checkbox examples

• Above poverty line?

• Include in mailing list?

• Military service?

• Accommodations needed?

• Insurance?

• Previous counselling?

• Citizen?
  ​

Date examples

• Consent received

• Last physician visit
  ​

Text examples

• Primary care physician

• Other ID numbers

• Known allergies

• Living situation

• Visible marks

• Visible tattoos
  ​

Drop-Down examples

• Education

• Employment status

• Ethnicity/Race

• Income range

• Naturalization status

• Occupation type

• Marital status
  ​

Memo examples

• Details of service request

• Health history

• Medication

• Other information
  ​

Location of Individual User Defined Fields

For information on where Individual user defined fields will be displayed in Penelope click here.