Know the Knowledgebase: What are user-defined fields and how can I create one?

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User Defined Fields (UDF) are used to collect information for which a suitable field is not provided by Rent Manager. Below includes examples, information and instructions on how to create UDFs.

UDFs can be created for Properties, Customers, Rental Units, Vendors, Owners, Prospects, Service Manager Issues, People and Loans.

For example, if you would like to track the County in which properties are located, the breed or name of tenant’s pets, the warranty expiration date of rental unit appliances, the name of an owner’s spouse, or a scanned copy of the completed rental application, Rent Manager does not provide standard fields for this data, however they would be easily tracked as UDFs.

Possible UDF Types Include:


A text field accepts keyboard-typed text including letters, numbers, spaces, characters and punctuation. You can use this type of field for any information a user will enter as typed text.

Dropdown List

A Dropdown List field allows you to enter acceptable responses which will be displayed in drop-down format. You may limit the choices to the items you enter or you can specify that a user will be permitted to enter alternate choices.

Yes / No

A Yes / No field limits the possible responses to either Yes or No.


A Date field will only accept date responses.


A Numeric field will only accept keyboard-typed numbers. Additionally, you can specify the maximum number of digits after the decimal point that will be accepted.


A File field accepts uploaded documents from a user’s local computer. Additionally, you may enable an option for the file to always copy to the ‘attach’ folder (which allows other users to view the document and will also create a copy that will not be affected if the original is moved or deleted from the local computer).

To create a User Defined Field:

  1. Go to Lists > User Defined Fields.
  2. Select the tab for which you would like to create a UDF (Property, Customer, Unit, etc).
  3. Enter a Field Name (For example, County, Pet Breed, Spouse’s Name, etc.).
  4. Optionally, enable (check) Required if you want the UDF to be required before a user can continue adding the customer, property, owner, etc.

NOTE: This will only require a response for future customers, properties, owners, etc. Existing accounts are not affected nor will you be required to update their UDF.

  1. Select the Type of response for the UDF and provide the appropriate information for that type.
  2. Optionally, enter or select a Default Value for the response.

The default value will display in the field unless a user makes another selection or removes it.

  1. Click Update.

You will now be able to track the information according to the criteria entered on the UDF. For example, if you added a Customer-level UDF, go to any customer’s account and select the User Defined tab. Enter the appropriate response in the UDF and repeat with other customers as appropriate.


Go to File > Administration > Manage Users:

  • Properties group: Enable (check) the appropriate Properties
  • Letters / Reports group: Add and View User defined fields

This article can also be viewed within the Knowledgebase.