Certificates & Checks Setup

Custom Fields

Custom Fields allow a way for you to supplement information to the tables of data in the YourWelcome dashboard. For YourCompliance customers this can be useful to display key information alongside your certificates.

Examples of custom fields include:

• Makes/Models of boilers
• Makes/Models of hot tubs
• Location of items in property
• Supplier/Contractor contact info
• A general notes column

For compliance, these items can be

• Compliance fixed fields – for compliance data fixed to a property (ie the boiler make/model)
• Compliance certificate fields – for data relevant per certificate type (ie the contractor details for who is booked to do the next check).

To manage Fixed Custom Fields you need to visit Settings > Custom Fields and then choose whether you want the Fixed or per Certificate field from the left menu. Alternatively you can visit here:

https://dashboard.yourwelcome.com/settings/product/custom-fields/compliance-fields/property

or

https://dashboard.yourwelcome.com/settings/product/custom-fields/compliance-fields/certificate

You can add a new field by clicking the green ‘New Field’ button.

Fields are displayed as columns in the Certificates table (and optionally in the Owner/Upload portal table) so the Field Name should be as short as possible as it populates a small column header.

You need to define what sort of value should be captured in the field, options include:

• Text
• Date
• Time
• Date & Time
• Number
• Yes/No

You can optionally choose whether to display the data in the Owner/Upload portal

Lastly, for Compliance Fixed fields you need to define which properties this field is applicable to and for Compliance Certificate fields you need to tick which certificate types the data should be captured on.

Once added you can click Save which will return you to the table of all Compliance Fixed Custom Fields with a new entry for your newly created field.

To remove a custom field, simply select the More (3 dots) option from the appropriate table (fixed or per certificate) and choose the option to delete. Deletion is final and all associated answers (fields of data) will be removed on completion so consider this carefully before deleting.

Populating with data

• Fixed Fields

To populate the fields with data you need to visit: Properties > Chosen Properties > Details tab. An entry for each item is created in the Compliance Fixed Custom Fields section.

Clicking the pencil icon next to one of the fields will show the option to add the data type you selected.

• Per Certificate Fields

Adding data to a certificate field is done at the point of creating a new upload. You can add an upload by clicking the + icon in the ‘Upload’ column on either the Property > YourCompliance > Certificates tab or on the Compliance > All Certificates table. The additional input field is shown on the modal where the upload happens.

Viewing the data

Once Fixed fields are populated you can view the results either individually on the Property > Chosen Property > Details page or in the tables of data on the chosen Property > YourCompliance > Certificates tab and on the Compliance > All Certificates table.

The items are added as columns of data initially on the furthest right side of the table (which is likely out of the default view port so requires scrolling to the right while over the table), however you can use the table adjuster function to change the column order by clicking the table icon scrolling down the list to your required column and using the drag handle to pull the item higher up the list (as a reminder the top most items in the list are the furthest left, with the lowest furthest right). If a colleague has added columns that you do not need to see, you can also untick any item in the column adjuster to hide the item from displaying.

You can also download the data by using the download button to output a CSV file.

For Per Certificate fields, any added results are shown on the Details page for that specific certificate:

Remember the per certificate fields will only show on the certificate types they are intended to be on.