Data Manager User Guide
Purpose: This document is intended to provide a high level overview and functionality of Data Manager.
Who can access Data Manager?
Today, Data Manager is only accessible by Organizational Administrators.
What is Data Manager?
Data Manager is the one-stop shop for managing system fields! This is where users customize and configure the fields across the platform for each record type (Supplier, Contracts, Workspaces, Value Tracking, etc.).
What are system fields? How are they different from custom fields?
System fields are predefined fields that exist across the platform. They can be re-labeled and edited, but the field type cannot be changed. For example, in the screenshot above, the “Budgeted amount” field could be renamed, but the field type would remain as “Currency”.
Within a workspace, these fields can flow from stage to stage (this is called data flow). System fields are different from custom fields in a workspace; users can have as many custom fields as desired, but they do not flow from stage to stage. Both field types can be re-labeled and flow from intake to initial review.
What are user defined fields?
User defined fields live in data manager per record configuration. This allows customers to define key data points that need to be associated with different records that are not accounted for in our list of system fields.
How do I view what system fields are used and where?
Within Data Manager, you can see a list of all fields, their types, and where they are available. You can also search these fields by their default names or any custom labels you have used.
You also can navigate to the tabs (Supplier Record, Contract Record, Workspaces, Decision Engine, Value Tracking, Finance) to view which fields are used in each record type.
What is a lookup list?
One of the field types for system fields is a lookup list. Lookup lists are custom drop down lists; values in this field transfer throughout all modules in the platform. There are currently 9 different lookup lists. To utilize or edit a lookup list, please reach out to the Levelpath team.
How do I edit a field label?
In Data Manager, under All Fields, select the field you would like to edit. Under the first tab, you will see the System Default for this field. This is read-only.
Navigate to the instance where you would like this field to be renamed, for example in “Contract Record”. Select “Edit field”.
Edit the label and select “Save changes” and then “Publish changes.”
How can I configure fields in records?
In Data Manager, under each module tab, you can configure what fields are included in those modules.
What system fields can I configure in Supplier Record?
Under the Supplier Record tab, you can see the types of suppliers. From here, you can select a supplier type to edit which fields are included for that supplier type.
Under Supplier fields, you can see a list of all fields used in Supplier records. You can also see what fields are used in Payable entity records.
What system fields can I configure in Contract Record?
Under the Contract Record tab, you can see a list of the contract types as well as the ability to add a new contract type. In each type you can edit what fields are included for that contract type. Under contract fields, you can view a list of all fields available in contract records.
What fields can I configure in Workspaces?
Under Workspaces, you can see a list of all system fields available for workspaces. To customize which fields you would like in a particular workspace, navigate to the Workspace Editor.
What fields can I configure in Value Tracking?
Under the Value Tracking tab, you will first see the Default Value Tracking Record. From here, you can select the record to configure the included fields and line items.
Under Value Types, you can see a list of tracked value types and add additional types if needed.
Under Line Item Fields and Record Fields, you can see a list of all fields available for use in those respective areas of your Value Tracking record.
What fields can I configure in Invoices?
Under the Invoices tab, you will first see Invoice types. From here, you can select the Standard type to configure the included fields.
Under Invoice fields, you can see a list of all fields available for use in Invoices.
What fields can I configure in Finance?
Under Finance, you can select which currencies you want to be used in the platform. You can also enable or disable an exchange rate conversion.
How do I edit what fields are included in a Supplier Record, Contract Record, Value Tracking Record, or Invoice?
To change what fields a record has, navigate to the record you desire to change. In this example, under the Contract Record tab, Data Processing Agreement was selected.
In the top right, select the blue “Edit record” button. From here, you can select or deselect the fields you want to display or hide for that contract type. Once you have the desired fields selected, select “Save changes”.
Please reach out to your Levelpath Team if you would like more in-depth training on Data Manager!