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Define Studio custom fields

Save a custom-field definition with an approved purpose, record type, visibility, and retention.

For studio administrators · Updated

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Objective

Record what the studio intends to collect and how that field should be handled.

Before you begin

  • Have a Studio administrator approve the field’s purpose, intended record, visibility, and retention.
  • Use an account allowed to administer custom fields. Keep personal values out of the field definition.

Instructions

  1. Open Settings > Custom fields

    Review Managed records to make sure a definition for the same purpose does not already exist.

  2. Review collection defaults

    Check Require a stated purpose, Default retention, and Restrict sensitive exports. Select Save changes for approved policy edits and verify Current active values.

  3. Describe the custom field

    Under Add record, enter Name. Select Record type and Data type, then explain the approved collection reason in Purpose.

  4. Set Visibility and Retention

    Choose the approved Standard, Staff, or Restricted visibility and the approved Retention choice. Review these values for the individual field even if the policy defaults were already saved.

  5. Save and verify the definition

    Select Add record. To correct an existing definition, choose Edit and then Save record. Reopen the saved record and check the intended Record type, Data type, Purpose, Visibility, and Retention.

    Result: Managed records contains the approved field definition and handling choices.

Troubleshooting

The field definition saved but I cannot enter an answer in a family or class record.

This page saves the definition. Confirm with a Studio administrator that the intended record workflow supports collecting that field; do not put answers in Name or Purpose. Contact Orbit support if a supported collection control is missing.

A definition cannot be archived or the save result is unclear.

Review its dependency count before retirement. For an unconfirmed save, reload and check Managed records before submitting another definition. Ask a Studio administrator to approve any dependency correction.

Result

Verify the intended collection and permitted visibility in the relevant Studio workflow before collecting information. A saved definition alone does not establish that answers are collected or removed on a retention date.

Support

Ask a Studio administrator to approve collection and handling decisions. Contact Orbit support for a persistent definition-save or supported-field error.