Override field values
Field overrides give you the flexibility to associate different default field values with different event templates and/or calendars.
Setting appropriate default field values saves time and reduces the probability of error. It can eliminate the need to repeatedly add identical field content and it can simplify event creation by limiting editors' choices only to relevant field values.
Field overrides: An overview
You can override the default state of any built-in or custom field whether that default state is blank or contains a value.
You determine the conditions under which the default overrides will apply by associating the override settings with a:
- Specific event template.
- Specific calendar.
- A combination of the two.
You can set up field overrides at any time. However, overrides you set up do not affect existing events. They affect only events you create after the override is set.
Examples of field override solutions
Use these examples to get a better idea for how field overrides work and how you might apply them to your own situation.
Override the blank default for the built-in Notes field
Problem A college that offers campus tours wants the same Notes content to appear in all tour events. The built-in Notes field, however, is blank by default and that default state can't be modified.
Solution Set a Notes field override for the campus tours event template by pasting the tour-related content into the template-specific Notes field. Every future event based on that template will automatically include the tour-related notes.
After the field override, the Add Event form with the Campus Tours template applied automatically includes the template-based default Notes field content.
Show only the correct location for each health club branch
Problem A health club has four branches in different locations. The club wants to make it as easy as possible for branch editors to create events by pre-populating the branch location fields.
Solution Create a Locations directory. For each branch-based calendar, set a Location field override that makes the relevant branch the default.
I'd like more information about locations directories.
After the field override, for each branch-specific calendar, the Location field on the Add Event form automatically defaults to the relevant club location.
Set maximum character limits for fields on an event submission form
Problem The calendar editor who reviews and approves submitted events for a county tourism website notices that event submitters are using the Notes field to provide lots of extra, unnecessary information about the events they submit. Having to read through and edit these extraneous notes is slowing down the approval process.
Solution To make the editor's job easier, the publisher sets a field override for the Submitted Events calendar, which is the calendar where submitted events are automatically placed until the editor approves them. The override changes the built-in Notes field's default maximum of 6000 characters to a maximum of 350 characters.
I'd like more information about event submission forms.
How to set up field overrides
In general with overrides, it's best to start broad and then move toward specifics. That is, it's typically best to set all the overrides that apply at a template level, and then move on, as needed, to additional calendar-level overrides.
For example, at the template level, you might want to override the empty built-in Notes field with custom notes content. Then, for a subset of the calendars that use the template, you could refine the notes content further to meet the specific needs of each calendar's audience.
Inherited values and settings
After you select the event template and/or calendar conditions for which you want to set field overrides, in the field overrides form, you'll most likely see gray values and settings in some fields. The gray color indicates that these values and settings are inherited.
Tip Remember, you aren't stuck with inherited (or blank) field values. When it makes sense for a specific condition, you can override any inherited value you see.
Inherited values and settings come from:
- Global defaults.
Global defaults include built-in field defaults and defaults you set when you create custom fields. Many global default settings are blank.
Global default: The built-in Notes field comes with a default maximum character limit of 6000.
- Defaults set for a condition at a level above the current condition.
For example, suppose you set a Location field override for Template A. Then, you decide to go deeper and set an override for the Instructor field on each calendar that uses Template A. Each of those calendars inherits the Location default value from the Template A override.
The following image shows how the inheritance hierarchy works. Each set of conditions is a subset of the previous one.
Field overrides inheritance hierarchy
To set custom field overrides
- In the editing environment, on the left under Other Tasks, click Define fields and objects or Define custom fields.
Tip Which link you see is determined by whether or not custom objects are enabled for your account. Learn more about custom objects.
- On the Define Fields and Objects page, find an event template, and then click Field Overrides.
- For Publication, you'll most likely see the name of a specific publication rather than [all publications].
- The page and options you see might look different from this image. If you see a page with lists of fields and event templates, below the lists, click Edit custom field overrides.
- On the Edit Custom Field Overrides page, set the condition(s) under which you want the default field value to change:
- To override a field default in a particular event template (regardless of the calendar), select the template from the Event template drop-down list. For Calendar, leave All Calendars selected.
For example, to set default Notes content for campus tour events, you might select the Campus Tours event template.
- To override a field default for a particular calendar regardless of template, for Event Template, leave All Event Templates selected, and select the calendar from the Calendar list.
For example, to set the appropriate default location for a health club branch site, you might select the branch-specific calendar.
- To override a field default for a particular calendar only when that calendar is using a specific template, select both the template and the calendar.
For example, to display only the specific aquatic event types a health club branch offers, you might select the Aquatic Events template and the branch-specific calendar.
- Fields that match the template and/or calendar conditions are listed in table form with the following columns: Field, Default Value, Required, Other Settings. For each field you want to override, do any of the following:
Tip As you're changing field defaults, keep in mind that you can revert to the inherited value at any time by clicking this button next to or below the field: .
- In the Field column, find the field you want to modify. In the Default Value column, click in a field box to replace existing text or select a new default value from a list.
Tip If you want to change the allowed values for a selectable field, see the section below about the Other Settings column.
When I click in a multi-line text field, I see a toolbar. What is that toolbar for?
- In the Required column, to require event creators to provide a value for the field, click the check box twice.
Or, if the check box is already selected and you don't want to require a field value, click the check box twice to clear it.
- In the Other Settings column:
- Changes you make in the Edit Custom Field Overrides table take effect as soon as you make them (that is, you don't have to click OK at the bottom of the form for the changes to take effect).
This means that when you finish setting overrides for one condition, you can:
- Return to the top of the form, set a new condition, and set more overrides.
- Click OK at the bottom of the form to close it.
Tip To cancel the override settings you just made, click Cancel at the bottom of the form. Note that this action cancels all overrides you just set for all conditions.