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Custom fields allow you to set up custom fields on the Course settings page. This allows you to collect and report additional information about a course, such as the number of Continuing Education Units (CEUs) it's worth, the skill level that the audience is expected to have (beginner, intermediate, advanced), or what skill areas the course work is intended to serve (leadership, technical, customer service, etc.). Along with being able to capture this information about the course, you can use it as a filter on reports and in the course catalogue.

Adding a custom course field.

Adding a custom field

A Site Administrator can create new custom fields for use on your site. 

  1. Select Site Administration > Courses > Custom fields.
  2. Select the type of field you wish to add from the dropdown menu. 
  3. Configure the settings to your preferences.
  4. Click Save changes

Once you have added a new custom field it will appear in a table of all custom fields where it will have options to edit (Cog icon for editing.), show/hide (Closed eye icon for show./Open eye icon for hide. ), delete(Cross icon for delete. ), and move (Down arrow to move items down./Up arrow to move items up.).

When the eye icon is open (Open eye icon denotes the custom field is currently being shown.) the custom field is showing and when it is closed (Closed eye icon denotes the custom field is currently hidden.) the custom field is hidden. Clicking the eye icon will change the visibility of the field. 

Custom field types 

There are a number of different types of custom fields to choose from. 

Field typeDescriptionExample
CheckboxPresents a check box that can be ticked. Could be used for something like, ' Is course eligible for tuition-reimbursement?'
Date/timeEnables users to enter a date and time. For example you could use this for the last date by which a user may be allowed to enroll (if this is a different value than course end date).
FileEnables users to add a file.You could use this to attach a rubric by which work will be scored, a course schedule, or a list of objectives.
LocationEnables users to configure and display a location. Could be used to show the location of a face-to-face component of the course. 
Menu of choicesPresents a dropdown menu of options. An example might be to provide a list of departments that this course content is appropriate for (finance, IT, customer service, maintenance, etc.).
Multi-selectPresents a number of options with radio buttons and icons (you can choose multiple options).

For example you could have an accessibility list, something like: 

Select the accessibility criteria this course content meets: 

  • Videos have closed captions
  • Sign language translation available
  • Classroom is wheelchair accessible
  • Low/no scent environment
Text areaAllows the user to enter text and other content (such as images, hyperlinks, and attachments). Additional area for trainer to provide comments about course materials (content warnings, attendance requirements, etc.).
Text inputAllows the user to enter text. This could be a code or identifier used for the course elsewhere, such as in an external catalogue.
URLAllows the user to enter a URL.Examples include a link to the instructor's website, a bio, or a company offering additional training.
If creating a custom field for Course score for use within a Program or Certification, ensure the value entered within this field is a whole number (e.g. 1, 10, 15 etc).

Custom field types.

Settings 

When creating a custom field you can configure the following settings.

SettingDescriptionNotes
Full nameThe full name of the custom field, this should be descriptive. -
Short name (must be unique)This must be unique.-
Description of the fieldThis is for your own reference. -
Is this field required

This option specifies whether this is a mandatory or optional field for user accounts.

-
Is this field locked?

This option determines whether once information is populated in this field, it cannot be edited by the user.

-
Should the data be unique?If you need the information populated in your field to be unique across the system (such as an ID number) select Yes to this option and the course page update will perform a validation check on the data entered.Does not appear for File or URL custom field types. 
Hidden on the settings page?

When set to Yes the custom field will not be visible on the settings page or elsewhere where it would have been shown. When No the custom field will be visible.

-
Checked by default

When set to Yes the Custom field checkbox will be checked by default. When set to No the Custom field checkbox will not be checked by default. (Checkbox)

Checkbox custom field type only. 
Start yearSet the start year to be used in the date field. Date/time custom field type only.
End yearSet the end year to be used in the date field. Date/time custom field type only.
Include time?Check the box to include time as well as date. Date/time custom field type only.
Default addressEnter a default address or leave this blank. Location custom field type only.
Default map size

Choose the default display size for the map from either small, medium, or large.

Location custom field type only.
Default map view

Decide the default view of the map. Choose from:

  • Map
  • Satellite
  • Map & satellite (hybrid)
Location custom field type only.
Default display

Decide what you want to be displayed for the location field. Choose from:

  • Map & address
  • Map
  • Address
Location custom field type only.
Set map location

You can set the map location using the address entered into Default address (if provided) or search for an address, town, or city.

If you want to refine the location of the pin, you can do so by clicking on it while holding the mouse button, moving the pin and then releasing the mouse button.

Location custom field type only.

Please check that your site adheres to the Google Maps JavaScript API Terms Of Service before changing the view to include a map. We strongly recommend your get a Google Maps JavaScript API Key or Client ID and set it within Totara.

Menu options (one per line)

Enter the menu options that will appear in the dropdown box. Only enter one option per line.

Menu of choices custom field type only.
Default value

Set the default value that will appear in the dropdown box. The default value must appear in the menu options above. Leave blank if there is no default entry required.

Menu of choices custom field type only.
Menu options (and icons)

Enter the multi-select options (and icons) that will appear in the dropdown box.

There is a text box to enter the options, alongside this you can then click Choose icon link to browse for image with file picker. For each option you can also click Make selected by default to select that option as default (the user would have to unselect it if they do not want to select it) and a Delete link if you want to remove that option. 

Underneath the list of options there is an Add another option link so you can add additional menu options.

Multi-select custom field type only.
Default value

Enter any text you want to appear in the text area by default. This could be instructions e.g. 'Enter your text here...' or a default answer value. Leave this field blank if no default text is required.

Text area custom field type only. 
Columns

Columns sets the width of text area custom field. If a text editor plug-in is applied to the text area, the width will be determined by the plugin and changing this value may have no effect.

Text area custom field type only.
Rows

Rows sets the height of the text area custom field (the number of lines). If a text editor plugin is applied to the text area, the height will be determined by the plugin and changing this value may have no effect.

Text area custom field type only.
Default value

Enter any text you want to appear in the text input by default. This could be instructions e.g. 'Enter your text here...' or a default answer value. Leave this field blank if no default text is required.

Text input custom field type only.
Display size

Display size sets the number of characters that will be displayed in the text field.

Text input custom field type only.
Maximum lengthMaximum length sets the maximum number of characters the text field will accept.Text input custom field type only.
Regular expression validation

A regular expression that will be used to ensure entered text is in the expected format. For example /^[0-9]{3}$/ will ensure the text consists of exactly three numbers.

This validation is performed only when submitting forms with custom fields, current data is not affected after validation is changed.

For more information on regular expressions please refer to the PHP PCRE regular expression documentation.

Text input custom field type only.
Description of regular expression validation formatAdd description message explaining required format to users.Text input custom field type only.
Default URLEnter a default URL to be used or leave this field blank. URL custom field type only. 
Default textDefault link text to be displayed. If empty the URL will be used.URL custom field type only. 
Open in a new windowCheck the box to open the URL in a new window.URL custom field type only. 

Capabilities

Allowing the capability totara/core:coursemanagecustomfield allows course custom fields to be created, updated and deleted

This capability is allowed for the Site Manager role by default.

Totara Academy

The Totara Academy has a whole course dedicated to using Courses and categories in Totara Learn. Here you can learn more on how to use courses and categories, see best practice, and give it a go yourself.

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