Metafields allow you to prompt both the Guest and the Requester to provide extra information in a variety of formats, including Text, Dates, Dropdowns, and Checkboxes.
Usually, this extra information is related to the Guest and their purpose within the organization. The Requester can provide this data in the request itself, while the guest can provide it during Onboarding.
This customizability allows you to improve the end-user experience and tailor your Request/Onboarding process to your unique needs.
They also give you the ability to utilize the information collected through them as Prefixes/Suffixes in Naming Conventions.
Let's go through the Metafield creation process together to fully understand how they'll improve your governance infrastructure.
✅ Creating Metafields
Here's how you can create your first Metafield:
Navigate to Settings > Metafields in External User Manager.
Click on + Add a Metafield.
Choose the field type from the Select a field type menu. You have the choice between Text, Datepicker, Dropdown, and a Checkbox. We went with a Checkbox for demonstration purposes.
Choose the Title of the field and specify a Description if you feel like it needs one.
Consider adding a Default value (this value will pre-populate the field when end users get to see it).
Also, consider enabling the Is field required toggle, which will prevent users from moving onto the next page without filling it out.
In the box right below this toggle, you get to decide who has to actually fill in the field, whether it be the Guest, the Requester, or Both.
You can also tie this field with a Microsoft Entra ID field if you want their values to be equal on both platforms.
Once you're satisfied with the details you've specified, you can click on Confirm to finalize your new field.
🧮 Field Types
Different Field Types behave differently and will prompt users to interact with them in unique ways.
Here's a breakdown of Field Types and common use-cases:
Text Fields - Allow you to prompt the user to answer questions in plain text (limited to 255 characters). In our case, we asked the requester to clarify why they're inviting this guest.
Date Fields - Allow you to prompt the user to specify a date through a convenient calendar menu. In our case, we asked the requester to specify when they'd like the guest to start collaborating.
Dropdown Fields - Allow you to present multiple-choice questions to the user and provide them with pre-set answers. In our case, we've asked the requester to specify who the guest will be assisting, giving them the choice between Management, Operations, and HR.
Checkbox Fields - Allows you to prompt the user to specify binary (YES/NO) information. In our case, we asked them to accept the responsibility for guest actions.
For instance:
You can create a Guest Type dropdown with the option to select between a Freelancer, Contractor, Customer, etc.
Alternatively, you can create an Expected Duration dropdown with the option to select between 1 Month, 3 Months, 1 Year, etc.
💡If you want to learn more about how Metafields integrate into Onboarding Procedures, feel free to check out our article on Establishing an Onboarding Process.
👣 Next Steps
Now that your Metafields have been created, it's time to explore more customization options.
We recommend starting here:
⛑️ Need more help?
Get further assistance with Teams Manager through our support chat widget within the app, or reach out to us at [email protected].