Setting fields and lists

You can customize a field A field is a way to input information, often a question. and the selection list for the field used for tracking, reporting, questionnaires, and risk model Created for different third-party types and categories within the type to apply separate evaluation criteria to diverse types of third parties. Four factors make up a risk model: country, type and category, DDQ questions, and third-party custom field questions. use. Use custom fields Custom fields can be created to use in risk models. for any information that's not captured on the Record Detail tab, Summary tab. See Third-party profiles (3P Profiles).

You can add different types of fields including text input, numeric input, dates, radio buttons, check boxes, dropdown lists, and section titles (headlines).

Control fields and lists from Settings, the Content Control tab, then the Fields/List tab. Select the settings to edit from the dropdown list selection. Create elements in this order: custom lists, custom list, then custom fields, which are based on the lists.

Before we get into more step-by-step detail, consider the following example.

A user created the Custom List of Annual_Sales (left). Next, the user created the Custom List Items (right) that start at <$250.000 along with the Order of the dropdown list display of 10, 20, and so on. The numbers increase by 10 to allow for adding a finer breakdown in the future.

These values were then used to create a custom field.

The Type The type of third party, for example, Channel Partner, Vendor, Supplier, or DO NOT ENGAGE. of custom field is Dropdown List. The Items List selected is the Custom List that was created, Annual_Sales. The end user view ihas the custom Prompt and the Custom List Items for the dropdown list already created.

The Prompt is what the end user sees not the name used internally in the system. The field is given a meaningful Prompt such as Projected Annual Spend with Business Partner:

Set up Custom Lists (Items List)

Custom lists are selections the user will be able to choose from. Lists can be used by more than one field. For example, you may have a list to reuse that is Yes, No, and Not Applicable. Create custom lists then custom list items before creating custom fields, which are based on the lists.

Follow these steps to create a custom list.

1. From your dashboard left menu or the link at the top of the page, if available, select Settings.

2. Select the Content Control tab then the Fields/List tab.

3. In the View dropdown list, select Custom Lists.

4. Select Add New to add a new list and enter the list name. Use letters, digits, underscores, and dashes.
   

5. Select Save.

Edit or delete a custom list

1. Select Settings, Content Control tab then the Fields/List tab.

2. In the View dropdown list, select Custom Lists.

3. Perform the following, as needed:

   • Selectto edit the name of an existing list.

   • Select to delete a custom list that is not used in the system. However, you may want to keep section titles.

Set up Custom List Items

1. From your dashboard left menu or the link at the top of the page, if available, select Settings.

2. Select the Content Control tab then the Fields/List tab.

3. In the View dropdown list, select Custom List Items.

4. Select the Custom LIst to add the item to.

5. Select Add New and enter the Item Name and the Order the item will display in the list of items.
   

6. If you want to delete a list and you do not see the button, a system data item associated with this list. To delete the list, manually move the system data item to another list.

7. Select Save.

Edit or delete a custom list item

1. Select Settings, Content Control tab then the Fields/List tab.

2. In the View dropdown list, select Custom List Items.

3. Select the Custom LIst for which you want to update items.

4. Perform the following, as needed:

   • Selectto edit the name or order of an existing list item.

   • Select to delete a list item that is not used in the system.

Creating or updating a custom field

Once you have the custom lists and custom list items set up, you can create or update a custom field. As noted earlier, syncing is usually within an hour but it can take up to a day for the items to sync. Use 3P Custom Fields to identify the information you want to display in Third Party Management,Record Detail, on the Custom Fields tab.

1. From your dashboard left menu or the link at the top of the page, if available, select Settings.

2. Select the Content Control tab then Fields/List tab.

3. In View, select 3P Custom Fields. You will see existing fields that you can add to or update.
   (For a description of all View selections, see Fields to customize. Some selections have a Type Category to identify which fields of the available fields displays for various types. If no Type Category is selected, all the fields display.)

4. Select the Add New button to add a new custom field or select the button next to a custom field to edit the field.

5. On the Add or Edit Custom Field window, complete the following:

   • Enter the Prompt which is what the user will see.

   • Select the Type, including:

     • Text Input for the user to enter text.

     • Numeric Input for the user to enter a number. You can select the number of Decimal Places, the Minimum Value, and the Maximum Value allowed.

     • Date for the user to enter a date.

     • Multiline Text for the user to enter multiple lines of text. Select from Tiny to Xlarge to affect the user view.

     • Radio Buttons for the user to choose one of several selections. Select the Items List which is the Custom List Items created earlier.

     • Check Boxes for the user to choose multiple selections. Select the Items List which is the Custom List Items created earlier.

     • Dropdown List for the user to choose a selection from a dropdown list. Select the Items List which is the Custom List Items created earlier.

     • Section Title to create a block of text.

   • Select the Size which affects the size on the user interface.

   • An optional formatting selection is Show to the right of: which can be left blank for the fields to be listed in order. This is useful if you have a question that requires an answer along with a date.

   • Enter the Order of the field in relation to the other available fields. This order determines where the field shows on the case Assigned to a third party profile related to a questionnaire sent for response, due diligence investigation, or other action. folder of the custom field. It is a good practice to place the question in the order the questions are asked on the intake form A form is a questionnaire to gather information..

   • Select Inactive if you want the field to be omitted from the user interface.

   • The Field Name is the name the system uses to identify the data. Do not change this unless you have a valid database field name.

   • In Desc enter a description that is visible when the help button is selected. The content in Desc can provide a prompt to the user with a short definition.
     

6. Select Save.

The Custom Fields Preview displays at the bottom of the window.

Fields to customize

These fields are available for you to customize from Settings, Content Control, Fields/Lists, from the View dropdown list.

• Case Folder Custom Fields: Add fields to the Case Folder. For details on case folders, see Cases

• Custom Lists: Create a list then add the items for selection in Custom List Items which the end user sees, such as dropdown list selections.

• Customizable Labels: Rename the labels shown within Third-Party Manager so the labels reflect your business. You can restore the defaults at any time.

• Intake Form Identification: Rename the intake forms (questionnaires) within Third-Party Manager so the form names reflect your business. You can also make forms active or inactive by selecting the box.

• Note Categories: Add categorization for notes. Notes are viewed and accessed via the note tabs in both third-party profiles and case folders. For example, you may want note categories such as General Information and Needs Review.

• Document Categories: Categorize:

  • Documents in the third-party record

  • Attachments in the case record

• Billing Unit: Identify the billing units in your organization to be used when ordering an investigation.

• Purchase Order: Identify the purchase order groups in your organization to be used when forwarding an investigation. Purchase order numbers are part of the system and are associated to Billing Units.

• 3P Approval Reasons: Add more detailed reasons for the default statuses Approved, Pending, and Denied.

• 3P Compliance Groups: Compliance Groups are sections of your Compliance Factors. These can be groups of people (for example, Level 1 Reviews, Level 2 Reviewers, and Final Approvers). Or these can be groups of tasks (for example, Initial Input and Screening, Form Review, and Final Approval).

• 3P Compliance Factors: Compliance Factors are a checklist of tasks to be completed. These are usually set up during implementation. Please work with your Client Success Manager for additional clarification on Compliance Factors, if needed. Also see Compliance factors.

• 3P Custom Fields: To identify the information you want to display in Third Party Management, Record Detail, on the Custom Fields tab for a quick view of critical third-party information.

• 3P Types: To set the selections available when creating or updating a third-party, Type of Profile. For example, you may have Supplier, Channel Partner, or DO NOT ENGAGE. To add further granularity, add 3P Type Categories, which follows.

  • 3P Type Categories: Select the Third Party Type then add the available categories for selection when adding or updating a third-party profile. For example, a Supplier type may have categories of Warehouse and Manufacturing. The addition of a 3P Type and 3P Type Categories have implications for your risk model configuration. Please work with your Client Success Manager to consider updates.

• Training customizations include the following. Third-party training is recorded on the Record Detail tab. See Third-party profiles (3P Profiles).

  • 3P Training Types: To create a type of training as an overarching description for the training.

  • 3P Training Template: To add the training, provider, link to materials, and more.

  • 3P Training Attachment Types: To add attachments to a training program, such as a course description or syllabus.