Managing Custom Fields for Subscriber Profiles in Visp

Introduction

Custom Fields allow administrators to extend subscriber profiles with additional data points beyond the system’s standard fields, such as name, address, and billing information. They are useful for capturing business-specific information, improving subscriber segmentation, supporting reporting needs, and adapting the system as operational requirements change.

This guide explains how to access Custom Field settings, create new fields, configure field types and display options, update existing fields, and enter Custom Field data on individual subscriber profiles.

Prerequisites

Before managing Custom Fields, ensure that:

• You have administrator access or the required permissions to update system configuration.
• You understand what subscriber data your organization needs to collect.
• You have reviewed any privacy, compliance, or data retention requirements for sensitive information.
• You know whether the Custom Field should be visible to users on the subscriber profile or hidden for internal use.

1. Understand What Custom Fields Are Used For

Custom Fields are configurable fields that appear on subscriber profiles. They allow your organization to store information that is not included in the system by default.

Common uses include:

• Capturing operational details, such as Common Site Name or Service Region
• Tracking marketing or customer preference data, such as Favorite Color
• Recording lifecycle information, such as Contract Start Date or Reason for Leaving
• Supporting compliance or internal reporting requirements
• Adding subscriber-specific notes or identifiers

Custom Fields help create a more complete subscriber record and allow the system to better support your organization’s unique workflows.

2. Access the Custom Fields Configuration Page

Custom Fields are managed centrally from the administrative area.

To open the Custom Fields configuration page:

1. Click the App Launcher icon, commonly displayed as a nine-dot menu.
2. Open the General tab.
3. Select Custom Fields.

The Custom Fields configuration page displays the available Custom Field slots and existing field definitions.

3. Add a New Custom Field

To create a new Custom Field:

1. Open the Custom Fields configuration page.

2. Locate an available Custom Field slot or select the option to add a new field, if available.

3. Enter a clear and descriptive name in the Custom Label field.

   Examples:

   • Favorite Color
   • Contract Start Date
   • Reason for Leaving
   • VA Group
   • Common Site Name

4. Select the appropriate Data Type for the field.

5. Configure any optional display settings, such as Bold, Red, or Hide.

6. Save your changes.

Once saved, the new Custom Field becomes available for subscriber profiles.

4. Choose the Correct Data Type

Selecting the correct Data Type helps ensure that users enter data in the expected format. This improves data quality and reduces reporting or validation issues.

Common Custom Field data types include:

• Date
  Use for calendar dates, such as contract start dates, installation dates, or renewal dates.

• Email
  Use for email addresses.

• IP Address
  Use for IPv4 or IPv6 address information.

• MAC Address
  Use for device hardware addresses.

• Phone
  Use for phone numbers.

• SSN
  Use for Social Security Numbers only when absolutely necessary. This is highly sensitive information and should be handled according to your organization’s security, privacy, and compliance policies.

• Text
  Use for general alphanumeric input. This is typically the default and most flexible option.

• Text Paragraph
  Use for longer, multi-line entries, such as notes or explanations.

• Zip
  Use for ZIP codes or postal codes.

Best Practice

Use the most specific data type available. For example, use Date for dates instead of Text, and use Email for email addresses. This improves consistency and helps prevent invalid entries.

5. Configure Display Options

Custom Fields may include display options that control how the field appears on the subscriber profile.

Available display options may include:

• Bold
  Displays the field label in bold text to make it more noticeable.

• Red
  Displays the field label in red, commonly used for important, urgent, or high-priority information.

• Hide
  Hides the field from the subscriber profile view.

Use Hide when the field is needed for internal processes, reporting, integrations, or temporary storage but should not be visible on the profile screen.

Best Practice

Use visual emphasis sparingly. Reserve Bold or Red for fields that require attention, such as critical account information or compliance-related indicators.

6. Rename an Existing Custom Field

To rename an existing Custom Field:

1. Open the Custom Fields configuration page.

2. Locate the Custom Field you want to update.

3. Edit the value in the Custom Label field.

4. Replace generic names with clear, meaningful labels.

   Example:

   • Change Custom Field 17 to Reason for Leaving
   • Change Custom Field 12 to Contract Start Date

5. Save your changes.

Renaming a field updates how the label appears on subscriber profiles. The existing subscriber data stored in that field generally remains associated with the same field slot.

7. Change a Custom Field Data Type

To change the data type of an existing Custom Field:

1. Open the Custom Fields configuration page.
2. Locate the Custom Field you want to update.
3. Select a new Data Type from the dropdown menu.
4. Save your changes.

Important Caution

Changing a data type after subscriber data has already been entered can cause data validation issues or potential data loss if existing values do not match the new format.

For example:

• Changing a Text field containing words or notes to a Date field may cause invalid values.
• Changing a field to Email may reject existing entries that are not formatted as email addresses.
• Changing a field to SSN introduces additional security and compliance considerations.

Before changing a field type:

• Review existing data in that field.
• Export or back up important information if possible.
• Confirm that the new data type supports the existing values.
• Communicate the change to users who maintain subscriber records.

8. Enter Custom Field Data on a Subscriber Profile

After Custom Fields are configured, they can be populated for individual subscribers.

To enter Custom Field data:

1. Open the subscriber profile you want to update.

2. Select the Custom Fields tab.

3. Review the available Custom Fields.

4. Enter the appropriate information for that subscriber.

   Examples of Custom Fields may include:

   • Common Site Name
   • VA Group
   • Reason for Leaving
   • Contract Start Date

5. Click Save at the bottom of the subscriber profile.

The entered values are stored on that subscriber’s profile.

9. Follow Custom Field Management Best Practices

To keep Custom Fields useful and maintainable:

• Use clear, descriptive labels that users can understand without additional explanation.
• Avoid duplicate fields with similar meanings.
• Choose the correct Data Type before users begin entering data.
• Limit the use of sensitive fields, such as SSN, unless required.
• Use Hide for fields that should not appear on the profile screen.
• Periodically review Custom Fields to remove or hide fields that are no longer needed.
• Document each Custom Field’s purpose, expected format, and owner.
• Coordinate changes with teams that rely on subscriber data for reporting, billing, marketing, support, or compliance.

Conclusion

Custom Fields provide a flexible way to capture subscriber information that is specific to your organization’s needs. By using clear labels, selecting appropriate data types, applying display options carefully, and managing changes thoughtfully, administrators can maintain accurate, useful, and scalable subscriber profiles.

Proper Custom Field configuration improves data quality, supports better reporting, and helps teams work with subscriber information more effectively.