Managing Customer Required Fields

Customer Required Fields (CRF) are used to track custom data points against time worked and use those data points to manage invoice presentation. CRFs can be configured per Company to ensure you are able to meet the specific needs of each client. CRFs are also configured at the Placement to ensure that each Placement/Candidate has the specific set of options to select from during time entry without needing to filter through options that are not applicable to them or the work they are performing.

Value Added

• Billing Specialists: Ability to Split, Group, and Summarize invoices by CRF data, providing more flexibility during invoicing and better customer service for your customers. Customer Required Fields can also be tracked through financial reporting.
• Recruiters: Streamline Placement management by tracking up to 50 CRFs and their options on a single Placement.
• Candidates: Categorize work performed when entering time.

Customer Required Fields must be enabled to use Purchase Orders. See Purchase Orders for more information.

Adding CRFs to Client Records

1. Navigate to the Client Record > Customer Required Fields tab.
2. Select Add Customer Required Field.
3. Enter information into the following fields:
   • Field Start Date: The date the CRF will become available for selection on a timesheet for this client.
   • Field End Date: The date the CRF will become unavailable for selection on a timesheet for this client.
   • Field Type: 
     • Custom Picker: Requires a selection to be made from a custom drop-down picker.
     • Free Text: Allows the Placement to enter any value into the CRF box.
   • Field Label: This is the name that will populate the for selection on the company level and for the placement CRF, once assigned.
   • Required on Timesheet:
     • Selected: There must be a CRF value selected on a timesheet.
     • Deselected: Time can be submitted with no associated CRF value option.
   • Visible on Timesheet:
     • Selected: The candidate will see an option to select a CRF value on their timesheet.
     • Unselected: Please note that for a value to be selected on a timesheet it must also be made visible on the timesheet.
4. Click Save.

Editing CRFs on Client Records

Edits made to CRFs on the Client record will update any CRF data that has not already been invoiced.

1. Navigate to the Customer Required Fields tab on the Client record.
2. Click on the Customer Required Field Name of the CRF.
3. Click on the Edit tab.
4. Make any necessary changes to the CRF.
5. Click Save.

Assigning CRFs to a Placement

CRFs assigned to Placements pull data from the fields assigned on the Client Record. When assigning the CRF, check to be sure all the data is correctly entered.

Up to 50 CRF values can be added to a Placement.

1. Navigate to the placement record.
2. Select the Customer Required Fields tab.
3. Click on Assign Customer Required field.
4. The following fields will display:
   • Customer Required Fields
     • Customer Required Field: Select the appropriate CRF from the drop-down.
     • Field Start Date: This field cannot be edited and displays the start date of the CRF.
     • Field End Date: This field cannot be edited and displays the end date of the CRF.
   • Customer Required Field Configuration
     • CRF Status: Allows a CRF to be set as "Active" or "Inactive" on the Placement.
     • Effective Date for the Placement CRF: The date the selected CRF and its associated values will become available for the Placement.
   • Values Enabled for Selection
     • Value: Allows a value to be selected from available values via drop-down.
     • Start Date: Non-editable field displays the start date of the value.
     • End Date: Non-editable field displays the end date of the value.
     • Default Value: This will be the default value displayed in the picker when entering time. Only one default value can be chosen.
       • Please make sure a default is selected when choosing to hide CRF from Timesheet.
5. Click Save.

Editing CRFs on a Placement

Editing a placement CRF allows you to instantly make changes to an existing list of CRF values.

1. Open the Customer Required Fields tab on the placement record.
2. Click Edit on the card for the CRF.
3. Make necessary edits.
4. Click Save.

Adding a New CRF Version on a Placement

Creating a new version allows you to proactively add or subtract values from a placement CRF and set the date on which the changes will take effect.

1. Open the Customer Required Fields tab on the placement record.
2. Click New Version on the card for the CRF.
3. Make necessary edits.
4. Set the Effective Date for when the new version will be started.
5. Click Save.

Deleting a CRF Version on a Placement

Deleting a CRF version allows you to erase an individual CRF version. You can use this to delete:

• Past Versions: Deleting a past version removes past associated values from the CRF configuration. This action will not impact invoiced time.
• Current Versions: Deleting a current version, reverts the version to the most recent past version. If no past version exists, there will be no current version until a future version's effective date.
• Future Versions: Deleting future versions, keeps the current version active until another future version becomes effective.

Use the following steps to delete a Past, Current, or Future CRF Version on a Placement:

1. Open the Customer Required Fields tab on the placement record.
2. Under the Effective On drop-down, select the version you want to delete.
3. On the card for the CRF, click Edit.
4. Click Delete.
5. Click Yes to confirm.

Invoice Template Variables

The following can be used to show Split By details:

• displayField: Displays the CRF Name from the Split By.
• displayValue: Displays the CRF Value option from the Split By. It also displays the value for other Split By options.
• Value: Displays the value for non-CRF Split Bys. displayValue can also be used, but Value allows you to use merge switches to control CRF vs. non-CRF values.