ClearCompany Learning: Auxiliary Fields

Auxiliary fields are used for additional data points to be included in User profiles & Objects. This information can be used to filter within the system and within Custom Reports. It can also be filtered to create one-time assignments to specific Users in the Learning platform. In this article, we dive into creating user auxiliary fields.

In this article:
Auxiliary Fields Overview
Auxiliary Fields Format
Object Auxiliary Fields Overview
User Auxiliary Overview

Auxiliary Fields Overview

Auxiliary fields are used for filtering large lists of Users and filtering reports. They can help to polish your groupings to that granular level if needed. There are two types of Auxiliary Fields  in the Learning platform:

Object Auxiliary Fields

Object Auxiliary Fields are used to be added to any object, including class schedules and User records. These can also be displayed on the Front End. Examples of object auxiliary fields:

• CEU Credits
• Cost for Classes and the Instructor.

User Auxiliary Fields

User Auxiliary Fields are used for additional data points to be included in User profiles. User auxiliary fields are not to be confused with Groups. Groups are used for visibility to content libraries and people. Common examples of User Auxiliary Fields include: (Note: any User auxiliary fields that reflect a date should be formatted as yyyy/mm/dd in the User file.)

• Shift
• Supervisor Name
• Location
• Department
• Hire Date

Auxiliary Field Formats

Radio

Radio buttons allow users to choose only one of the predefined options.

Checkbox

Checkboxes allow users to choose multiple options.

Dropdown

A dropdown will allow the user to choose one option from a list.

String

This option allows information to be typed into this field, for example, a word or a sentence.

Essay

An essay auxiliary field allows a paragraph or more to be written in a text box field.

Date

Date field allows the date to be entered or chosen from the calendar.

Date field allows the date to be entered, with this there is the ability in Groupings to choose from a fixed date or a dynamic date, and determine if it’s before a date or after a specific date. 

Note: if a date value is typed into a string field, these date options do not appear under groupings.

Note:

For ClearCompany Learning integrations to existing HRIS connectors, the String and Date Aux field types are more suitable.

Object Auxiliary Fields

Navigating to Object Auxiliary Fields

1. From the Administration Dashboard click Settings.
2. Click Object Auxiliary Field.

Creating Object Auxiliary Field

1. Click Add Auxiliary Field.
2. Complete the fields below: (Fields in yellow are required)
   1. Object Type: Select the type of object this will be associated with.
   2. Owner Group: The Owner Group field sets who can edit the Learning Object. Administrators belonging in or above that Owner Group can edit the object.
   3. Aux Field Type: Select the type of field format.
   4. Aux Field Name: This is the title that is shown to describe the information to be added. Example: In the screenshot below, “Hire Date”, “Department” and “Store #” are all Aux Field Names describing the information needed within this field.
   5. Required: Select “Yes” to require this field, select “No” to make it an optional field
   6. Max Length: Restrict the number of characters allowed by entering a number.
   7. Front End: This option is to determine if you would like the Auxiliary Field to be able to be viewed from the front end. Selecting “Yes” will allow users to see this field under their profile, selecting “No” will only allow admins to view this auxiliary field from the back end.
3. When done, Click “Save”.
4. Once you save a new window will appear when you can add your choices.

User Auxiliary Fields

Navigating to User Auxiliary Fields

1. From the Administration Dashboard click Settings.
2. Click User Auxiliary Field.

Creating User Auxiliary Field

1. Click Add User Auxiliary Field.
2. Complete the fields below:
   1. Aux Field Type: Select the type of field format.
   2. Owner Group: The Owner Group field sets who can edit the Learning Object. Administrators belonging in or above that Owner Group can edit the object.
   3. Aux Field Name: This is the title that is shown to describe the information to be added. Example: In the screenshot below, “Hire Date”, “Department” and “Store #” are all Aux Field Names describing the information needed within this field.
   4. Required: Select “Yes” to require this field, select “No” to make it an optional field
   5. Max Length: Restrict the number of characters allowed by entering a number.
   6. Tool Tip: Adding text to the tooltip text box will enable the small blue “Tooltip” icon next to the field. This allows users to hover over the icon to see the text. Use it to define why that information is being stored in the system for standard fields.
   7. Front End: This option is to determine if you would like the Auxiliary Field to be able to be viewed from the front end. Selecting “Yes” will allow users to see this field under their profile, selecting “No” will only allow admins to view this auxiliary field from the back end.
3. When done, Click “Save”.
4. Once you save a new window will appear when you can add your choices.

Radio, Checkbox, or Dropdown

Select the “Choices” tab. Here is where you will add the options for your radio buttons, checkbox or dropdown.

Add a choice on the right-hand side by entering the text into the box and select “Save”. Repeat this step for all options.

Now you will see your options added to the list on the left. You can edit the option by clicking the pencil icon or remove the option by selecting the red delete icon.

String, Essay or Date

Activate the auxiliary field. Go to the General Info tab and select “Edit”. Now you can select “Yes” to activate.