Custom Module: Custom Configurations     

Custom configurations are intended to store sets of values that can be applied across modules in two ways:

• As Reference Entities: Reusable values that can appear in drop-downs or as linked fields across different modules.
• For Defining Workflows: Values that guide how records move through different stages from creation to completion.

For example, request statuses (added under Admin > Customization > Helpdesk > Status) help define a request workflow and appear in Status dropdown of request forms.

With Configuration type custom module, administrators can create and manage own configurations and store values under Admin > Customization > Custom Configurations.

Benefits of Custom Configurations 

Scenario: The administrator has created a web tab Employee Onboarding and wants to add onboarding stage details to each hire.

Method 1: Add onboarding stages directly to the form.

The administrator can configure a picklist in the Employee Onboarding form to hold all relevant stages.

• Advantage: Simple setup. Technicians and users with access to the module can view the stages.
• Limitation: Only stage names can be captured. Additional details (such as descriptions, visual identifiers) cannot be stored.

Method 2: Use custom configurations

Instead of storing stage names directly in the form, the administrator can create a custom configuration as follows:

• Go to Admin > Developer Space > Custom Modules and create a custom configuration named Onboarding Stages.
• Configure a form to collect details such as Stage Name, Description (for context), and Color Code (for visual identification). 

• Go to Admin > Customization > Custom Configurations > Onboarding Stages and add relevant stage records. 

• Refer the custom configuration to the Onboarding Stage field (picklist or similar field types) in the Employee Onboarding form and publish the module. You can also configure and publish the custom configuration in the ESM Directory and refer to the field here.

How it Supports Workflow

Admins can:

• Use Onboarding Stage values to define how records move through different stages in employee onboarding processes.
• Define an automation rule that triggers tasks, such as Initiate background check and Collect ID proofs, when the Pending Background Verification stage is reached.

Advantages:

• Only technicians with adequate permissions can add or modify stage details. Other users can view the stage name in the form but cannot edit the configuration.
• The same configuration can be reused across modules and workflows that rely on onboarding stages.

Custom configurations can also hold critical back-end values that need not be displayed at large.

For example, in the Employee Onboarding module, administrators can store background verification vendor codes or internal process IDs. These values are used in automations and workflows but need not to be shown in onboarding forms.

Access Custom Configurations 

Technicians who meet custom configurations' role criteria can access from Admin > Customization > Custom Configurations.

To add a record,

• Go to the required custom configuration. 
• Click New .
• Enter the details and click Save or Save and Add New.

List View Actions  

Edit/Delete Records 

To edit or delete a record,

• Go to the required custom configuration.
• Click Actions  next to the required record and click Edit or Delete.
• To bulk delete records, select the required records by using checkboxes next to them and click .

Mark Inactive Records 

To mark a record as inactive, click Actions  next to the required record and click Mark as Inactive.

You can access inactive records from the Inactive <custom_configuration> filter. To reactivate, select the records and click Mark as Active on the toolbar.

Search For Records 

Click Search in the toolbar to perform a column search and filter out a specific record.

Add/Remove Columns 

Use Column Chooser to choose, remove, and reorder columns in the list view.