Creating and Managing User Additional Fields

Learn how to create extra fields to add user details.

Last Updated

February 1st, 2019

Reading Time

6 min


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User Level

Creating a User Additional Field

The standard info for each user profile includes: Username, Name, Surname, E-mail, User Level. Often, you may need to increase the information of a user profile by creating user additional fields.

To do so, log into your platform as the Superadmin. Access the Admin Menu by scrolling your mouse over the gear icon in the header. In the E-Learning Section, press the Users item. Press the ellipsis button in the upper right corner of the page, the press the Additional Fields button that appears. On the next page, press the Plus button.

user add fields create

In the slide out panel, select the field language at the top by pressing the globe icon, then selecting your preferred language from the list. Next, select the field type from the Field Type dropdown menu: fiscal code, country (with a pre-defined list of countries), date (provides a calendar), dropdown field, free text field, upload file field, Iframe, or yes/no field.

Add a field name to the corresponding text field. For the dropdown field type, insert all of the dropdown elements into the corresponding text field, pressing the New Element button after each individual element, in order to add it to the dropdown menu.

Finally, manage the field settings:

  • Mandatory Field. This field will be a mandatory field for a user profile. When this option is flagged, the user must fill in this field upon his or her next login to the platform. This option is not available when the selected additional field is Iframe.
  • Invisible to the User.  This field will not be visible to the user when he or she views his or her own profile. Please note that this field would be invisible to Power Users as well, even if they have permission to edit the user’s profile. The field will only be visible to Superadmins.

When you’re finished, press Confirm.

Managing User Additional Fields

Once an additional field is created, find it in the list of all additional fields. When you hover your mouse over the field’s row, the edit and delete icons will appear at the end of the row. Use the search bar at the top to search for specific fields.

You can also organize the order of these additional fields by dragging and dropping the additional field row in the list. The order will be reflected in the Additional Fields tab of the User Management panel when the user is created or edited, and in the self-registration procedure.

If an additional field was added after creating or importing your users, the field will automatically be assigned to the master data file present in the platform. However, in order to update this content, you need to import a new .CSV data file for the new field, or you must create a request that prompts users to fill out the new field (if marked as required).

additional fields manage

You can do so from the Advanced Settings menu (Admin Menu, Advanced Settings, Users tab). In this tab, flag the At the sign in the user is prompted to fill in the mandatory fields related to his profile option.

Customizing the Additional Fields Visibility 

You can assign different fields for each branch of the organizational chart in order to optimize the users’ details related to different companies, countries, offices, or any other sorting category that you may use to classify your learners.

After creating your additional fields, you can choose which ones to assign to a specific branch of the organizational chart. To enable this option, access the Admin menu, and choose the Advanced Settings item in the Settings section. Then, reach the Users tab. In the first section (Options), flag the option to apply additional fields visibility based on organization chart nodes.

user add fields branches

Now you can start customizing the fields for each branch. To do so, access the User Management area from your Admin Menu. On the All Users page, use the branches menu on the left side to select a branch. Hover your mouse over the branch’s row, then press the ellipsis icon that appears.

From the dropdown menu, select the Set additional fields visibility item. In the slideout panel, flag which additional fields you want to assign to the branch, then press Confirm. Now, these new user additional fields are only available for the users assigned to this branch and any new users that you create in this branch. Repeat the operation for each branch of the organizational chart as desired.

user add fields set visibility

Please Note: Branch visibility always takes priority. Therefore, if you place a user within a branch with specific additional fields assigned to it and then you also try to assign extra additional fields that are not also assigned to the same branch, the user will ONLY see fields assigned to the branch. This also applies when importing or updating users via CSV or SSO. Branch additional field visibility always takes priority over additional field visibility that is not applied from branch assignment.

As a Superadmin creating or editing users, you will be able to assign users to any branches and view all additional fields. However, please be cautious when performing this action as a Power User or when the Multidomain app is active, as it may restrict visibility of some branches or additional fields. Also remember that when no additional field is selected for no branch, the user additional field section will list all the user additional fields defined in the platform.

Please Note: When moving users between branches, some additional field visibility may change, and users may be moved to a branch with mandatory additional fields, meaning that the users will be prompted to complete these additional fields before accessing their platforms again.

Creating an Iframe Additional Field

To create an Iframe additional field, select the Iframe option from the Field Type dropdown menu when creating a new additional field. Then, enter the field name, Iframe URL, Iframe height, salt secret, and Oauth2 client.

The URL and Iframe height are the only mandatory fields, but it’s suggested to enter all of the fields to ensure proper configuration. Please note that the Iframe additional field cannot be set as mandatory field. Flag the field settings (see the previous section if you need more information), then press Confirm.

Some sources of external content may have security mechanisms in place. If this is the case, you may be required to utilize an OAuth client that you have set up in a previous step. You can switch the Advanced Settings toggle to add a Salt Secret and Repeat Secret for the iFrame. Then, select the OAuth Client from the dropdown menu, if necessary. By providing the salt secret, you are adding a checksum to the data, ensuring that the credentials for this access are maintained securely. If you do not add the salt secret, the iframe content will be launched from your platform without any additional parameters that may be required by the provider of the content. More information on salt secrets can be found here.

Please note that when a user opens this Iframe in the platform, the username and user ID will be passed to the iframe via POSTMESSAGE. For learners, the Iframe will appear in the Additional Fields section when editing their profiles.

Best Practices & Tips

Choose your fields carefully

User additional fields are primarily used to obtain additional information for reports, creating dynamic groups, and enrolling groups of users automatically to courses. If you aren’t using User Additional Fields for one of these reasons, speak with a member of Docebo’s Global Customer Success team to evaluate whether additional fields meet the needs of your use case.

Keep them updated

Make sure that the information for these additional fields are updated and easily retrievable in order to avoid messy platform and user management. For example, if you use a system integration such as ADFS, be sure that all of the additional fields that you want to pass to your learning platform are present. This also applies for .CSV updates. Keep your databases consistent.

Stay organized

When viewing user additional fields in the User Management area of the platform, you can use filters and various views in order to sort, hide or filter the info you see. This may help you narrow down the info that you’re viewing

Watch out for manual entry by learners

In some (hopefully rare) cases, some user information may be difficult to track down in your platform. In this case, set the field as mandatory and grant visibility to the user. At the first login, he or she will be forced to fill in the information to proceed. In order to reduce entry typos, avoid text fields and use a field where users don’t have to type in responses manually.