If you have an account structure that includes child accounts, then you may want to have Custom Fields and the data stored in them shared across all accounts. This can be done on a field by field basis when creating the Custom Fields.
Who is this article for?
Based on the default user settings in the Sibme platform, you should have permission to complete this task if you are one of the user levels listed below. If you do not see the screens in this article, you can ask your Sibme account administrator if you have permission.
- Super Admin
- Account Owner
Steps to accomplish the task:
When creating a User Summary or Assessment Custom Field, Account Owners and Super Admins are given the option to make a Custom Field available to child accounts. To begin creating Custom Fields, click on your name in the top right corner and choose Account Settings. From the Account Settings page, click on the Custom Fields tile.
On the Custom Fields creation page, you will notice 2 tabs, 1 for User Summary and 1 for Assessment. Choose the tab for the type of Custom Field you would like to create. To begin creating Custom Fields, click the Add button on the far right of the screen. Remember, only 10 User Summary or Assessment Custom Fields can be created. There is a tracker at the top that will show you how many Custom Fields have been created.
Once you have clicked on the Add button, then give the Custom Field a Name and a Type. To give child accounts access to this Custom Field and the data it contains, then click on the “Share with child accounts” option. The example below is for a User Summary field but the same option is available for an Assessment Custom Field as well.
Some things to note when sharing Custom Fields and data they contain across all child accounts:
- Custom Fields shared with child accounts are shared with ALL child accounts.
- For User Summary Custom Fields, if the data in a Custom Field is changed in a child account, it will change across ALL accounts.
- If a User Summary Custom Field is deleted, then that Custom Field AND the data it contains will be deleted in ALL accounts including ALL child accounts.
- Since Assessment Custom Fields are used within Assessment Huddles, the data will not be shared outside of the Assessment Huddle where the Custom Field is used, BUT the Assessment Custom Field can be used in Assessment Huddles across all child accounts if selected.
Sharing Custom Fields across all child accounts is a great way to extend the functionality of the Sibme platform.