Guide: Admins Getting Started Part 13 - Custom Field and Dynamic Fields

Custom Fields and Dynamic Fields enable HR Administrators to define additional employee-level data fields that are not included in SimplyMerit’s standard data set, which is available here: SimplyMerit Data Dictionary. These custom fields and dynamic fields that you create can be populated via imports and used for reporting, segmentation, logic, or document generation, depending on your configuration.

With the release of Dynamic Fields, SimplyMerit Support will be working with all customers to convert Custom Fields to Dynamic Fields so the Custom Fields feature can be deprecated. 

The first half of this article covers Custom Fields with Dynamic Fields being covered in the second half.

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Accessing Custom Fields

Navigate to:

Configuration → Custom Fields

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What Employee Custom Fields Are Used For

Custom fields can be used to store organization-specific data, such as:

• Historical performance ratings

• Eligibility flags

• Benefits-related indicators

• Internal tracking values

• Any other employee attribute not available as a standard field

Custom fields are commonly referenced in:

• Data imports

• Reporting

• Letter logic and templates

• Advanced configuration rules

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Naming Custom Fields

When creating a custom field, you must follow the required naming convention:

• Use lowercase letters only

• Separate words using underscores (_)

• Do not use spaces or special characters

Examples:

• medical_co_contrib

• medical_emp_contrib

• perf_rating_2021

• credentials

This naming convention ensures compatibility with imports, reporting, and downstream logic.

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Adding a New Custom Field

To create a new custom field:

1. Click Add New Custom Field.

2. Enter the custom field name using the required naming format.

3. Click Save Changes.

Once saved, the field becomes available for use across SimplyMerit.

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Editing and Reordering Custom Fields

• Custom fields can be reordered using the drag handle next to each field.

• Reordering affects display order but does not impact data or logic.

• Field names can be edited or deleted after creation.

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Deleting Custom Fields

• Custom fields can be deleted using the trash icon.

• Deleting a custom field permanently removes the field and its data.

• Any imports, reports, or templates referencing a deleted field will need to be updated.

Use caution before deleting fields that may be actively used.

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Using Custom Fields in Imports

Once created, custom fields:

• Appear in the data dictionary

• Can be populated via Dynamic Imports or CSV uploads

• Must match the custom field name exactly in the import file header

Example import header:

perf_rating_2021

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Best Practices

• Plan custom fields carefully before creating them

• Use clear, descriptive naming conventions

• Avoid creating duplicate or overlapping fields

• Confirm whether a standard field already exists before creating a custom one

• Document internal usage so future admins understand the field’s purpose

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Custom Fields Summary

Custom Fields provide flexibility for storing and using organization-specific employee data. Proper naming, planning, and governance ensure these fields integrate cleanly with imports, reporting, and templates across SimplyMerit.

We also have a guide on how to display custom fields on the screen: Guide: Add Custom Fields and Dynamic Fields to Manager Screens with Display Fields (Salary, Bonus, Equity) – SimplyMerit Knowledge Center

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Accessing Dynamic Fields

Navigate to:

Configuration → Dynamic Fields

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What Dynamic Fields Are Used For

Similar to Custom Fields, Dynamic Fields can be used to store organization-specific data, such as:

• Historical performance ratings

• Eligibility flags

• Benefits-related indicators

• Internal tracking values

• Any other employee attribute not available as a standard field

Dynamic Fields differ from Custom Fields in the following ways:

• Custom Fields are view-only. Dynamic Fields may be configured to allow managers and/or admins to edit the data values.

• Custom Fields always contain straight text. Dynamic Fields can contain text, dates, amounts, and a drop down list of choices.

• Custom Fields only exist at the employee-level. Dynamic Fields can be assigned at the Employee, Bonus, Equity, or Company levels.

• Dynamic Fields come in two main varieties: Admin created and System created fields.

  • Admin created Dynamic Fields are ones the HR Admin creates based on unique processing needs

  • System created Dynamic Fields are assigned by SimplyMerit Support and generally are used in support of Total Rewards Statements.

Dynamic fields are commonly referenced in:

• Data imports

• Manager screens

• Reporting

• Letter logic and templates

• Advanced configuration rules

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Adding a New Dynamic Field

To create a new dynamic field:

1. In the main Dynamic Fields screen, choose which type of Dynamic Field you want to create. 

   1. Most Dynamic Fields will be Employee Fields. 

   2. Bonus Fields and Equity Fields allow for different values at the bonus line or equity grant level.

   3. Company Fields contain values that apply across the entire company. For instance, a company field could be used to identify the standard number of vacation days. An employee field could be used to identify exceptions to the company standard.

2. Click Add New Dynamic Field.

3. Key: Enter a unique key name for the field using lowercase letters only and underscores (_) in place of spaces. Do not use special characters.

4. Name: Enter a display name for the dynamic field. This is the name that will show up in the field selection list when adding Display Fields.

5. Data Type: Choose the appropriate data type based on the planned use for the field. 

6. Example: Enter sample text to appear when managers are able to edit values in the dynamic field.

7. Choice Options: If the Data Type is set to "Choice," this section appears to allow for the list of options to appear in the drop down list. Note: SimplyMerit will always provide a "blank" entry as a choice automatically.

8. Description: Describe the use for the dynamic field.

9. Permission: Identify if admins and/or managers can edit the dynamic field on the screen when it is added as a Display Field.

10. Click Save Dynamic Field.

Once saved, the field becomes available for use across SimplyMerit. Please contact [e-mail] if you need any help whatsoever with this powerful feature.

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Deleting Dynamic Fields

• Dynamic fields can be deleted using the trash icon.

• Deleting a dynamic field permanently removes the field and its data.

• Any imports, reports, or templates referencing a deleted field will need to be updated.

Use caution before deleting fields that may be actively used.

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Using Dynamic Fields in Imports

Once created, custom fields:

• Appear in the data dictionary

• Can be populated via Dynamic Imports or CSV uploads

• Must match the dynamic field name exactly in the import file header

Example import header:

what_rating

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Best Practices

• Plan dynamic fields carefully before creating them

• Use clear, descriptive naming conventions

• Avoid creating duplicate or overlapping fields

• Confirm whether a standard field already exists before creating a dynamic one

• Document internal usage so future admins understand the field’s purpose

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Dynamic Fields Summary

Dynamic Fields provide flexibility for storing and using organization-specific employee data. Proper naming, planning, and governance ensure these fields integrate cleanly with imports, reporting, and templates across SimplyMerit.

We also have a guide on how to display custom and dynamic fields on the screen: Guide: Add Custom Fields and Dynamic Fields to Manager Screens with Display Fields (Salary, Bonus, Equity) – SimplyMerit Knowledge Center

→ Next : Guide: Admins Getting Started Part 14 - Active Features