What’s a UDF?

UDF stands for “User Defined Field”, which means you can add custom fields to different areas of Smart Service. Both iFleet and Smart Service users can view and edit the information in these user fields, these fields are also reportable in Smart Service. Before creating your own user fields, check out the default fields available in Smart Service to make sure we don’t already have a field for what you’re looking for.

This article will cover some of the most popular user fields with some industry specific recommendations. When you’re ready to create some user fields of your own, click on this link to learn how.

User Defined Field Types and Usage Everyone Can Benefit From

If you’re unfamiliar with the term “Prospect” review our article on this topic here. Your prospect fields should match your customer fields. This way, when a prospect is converted to a customer the data entered will be in the correct spot.

Prospect fields should be data about a client you want to see every time you visit that client, here are some examples:

  • Access / Gate Code
  • Key Location
  • Hours of Operation
  • Preferred Parking
  • Referral Source

These fields appear specifically on line items for estimates. Some common examples are:

  • Required for Estimate?
  • Priority 
  • Notes

Your customer fields should match your prospect fields. This way, when a prospect is converted to a customer the data entered will be in the correct spot.

Customer fields should be data about a client you want to see every time you visit that client, here are some examples:

  • Access / Gate Code
  • Key Location
  • Hours of Operation
  • Preferred Parking
  • Referral Source

Job UDF’s are specific to the job in question. You could use these fields to ask questions on a per job basis.

These fields appear specifically on work order line items. You could use these fields for: 

  • Notes
  • % Used (chemicals)
  • PPM (chemicals)

Equipment is defined as anything your customer owns that you service. A few examples of useful fields are:

  • Manufacturer
  • Recommendations

Asset UDF’s are for rental assets, things that your company owns. You could create a UDF for questions you want filled out when an item is rented to the customer.