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📝 Custom Metadata

Create tailored data collection forms for your accounts, companies, and parties with Govin's Custom Metadata feature.

James Greig avatar
Written by James Greig
Updated over 2 months ago

Overview

Custom Metadata allows you to extend Govin's standard data fields by creating custom forms specific to your organisation's needs. These forms can capture additional information for:

  • Accounts - Client portfolio containers

  • Object Companies - Individual entities within accounts

  • Party Company - Company parties/stakeholders

  • Party Individual - Individual parties/stakeholders

Each custom metadata form consists of sections and fields that you design to collect exactly the information you need.

Viewing Custom Metadata Forms

To access the Custom Metadata page:

  1. Click Settings in the main navigation

  2. Select Custom Metadata from the Settings menu

[Screenshot 1: Custom Metadata List View - Table showing custom metadata forms with columns for Name, Entity Type, Status, and Created. Displays three forms: "Party Company Form" (Party Company, Active), "Party Individual Form" (Party Individual, Active), and "Object Company Form" (Object Company, Active). Search bar and Filters button at top, Create Custom Metadata Form button in top-right]

The Custom Metadata page displays all your organisation's custom forms with:

  • Name - The form title

  • Entity Type - Which type of record the form applies to (Account, Object Company, Party Company, or Party Individual)

  • Status - Active or Inactive

  • Created - When the form was created

Searching and Filtering Forms

Search Forms:

  • Use the search bar to find forms by name

Filter Forms:

  • Click the Filters button to refine your view by entity type or status

Creating a New Custom Metadata Form

Step 1: Create the Form

  1. Click Create Custom Metadata Form in the top-right corner

  2. Enter the required information:

    • Name - A descriptive name for your form (required)

    • Entity Type - Select which type of record this form applies to:

      • Account

      • Object Company

      • Party Individual

      • Party Company

  3. Click Create Custom Metadata Form

[Screenshot 2: Create Custom Metadata Form Modal - Dialog showing "Form Information" with "Required: 1/2" indicator. Contains Name field (empty) and Entity Type dropdown showing "Account" selected, with dropdown menu expanded showing all four options: Account, Object Company, Party Individual, Party Company]

The form is now created, and you'll be taken to the Form Builder to add fields.

Step 2: Build Your Form Structure

The Form Builder allows you to organise your form into sections and add various field types.

[Screenshot 3: Form Builder View - Shows "Party Company Form" with collapsed sections A. Ambassador, B. UBO, and C. Additional. Each section shows field counts and can be expanded. "Manage Custom Metadata Form" button visible in top-right. Left side shows Form Information panel with Name, Entity Type (Party Company), Status (Active), and audit information]

Understanding Form Sections

Forms are organised into collapsible sections (e.g., "A. Ambassador", "B. UBO", "C. Additional"). Each section can contain multiple fields and helps organise related information together.

Section Features:

  • Sections can be expanded or collapsed

  • Each section can have multiple fields

  • Sections help users navigate long forms more easily

[Screenshot 4: Expanded Form Builder - Shows form sections expanded with individual fields visible. Section A. Ambassador shows field 1 with question text and help text. Section B. UBO shows fields 2 and 3 (Tax Identification Number). Section C. Additional shows fields 4 and 5 (Other relevant information and Upload additional documents). Each field has up/down arrows for reordering and delete icons]

Adding Fields to Your Form

Within each section, click Add Field to add a new field. You can choose from multiple field types:

Available Field Types:

  1. Short Answer

    • Single-line text input

    • Best for: Names, reference numbers, brief responses

  2. Paragraph

    • Multi-line text input

    • Best for: Descriptions, explanations, detailed information
      ​

  3. Dropdown

    • Single-select menu

    • Best for: Predefined options where user selects one choice
      ​

  4. Multi-Select Dropdown

    • Multiple-select menu

    • Best for: Predefined options where user can select multiple choices
      ​

  5. Multiple Choice

    • Radio button selection

    • Best for: Simple either/or choices
      ​

  6. Date

    • Date picker

    • Best for: Incorporation dates, deadlines, event dates
      ​

  7. File Upload

    • Document attachment field

    • Best for: Supporting documents, certificates, additional evidence

[Screenshot 5: Add Field Dropdown Menu - Shows "+ Add Field" button expanded with dropdown menu displaying all available field types: Short Answer, Paragraph, Dropdown, Multi-Select Dropdown, Multiple Choice, Date, and File Upload, each with their corresponding icons]

Configuring Each Field

For each field you add, you can configure:

  1. Field Question/Label

    • Enter the question or field label (e.g., "Tax Identification Number (TIN)")

    • This is what users will see when filling out the form
      ​

  2. Help Text (Optional)

    • Add instructions or guidance below the field

    • Example: "Add help text or instructions (optional)"

    • Helps users understand what information to provide
      ​

  3. Required Setting

    • Check the "Required" box to make a field mandatory

    • Unchecked fields are optional

[Screenshot 6: Field Configuration in Edit Mode - Shows Form Builder in edit mode with Cancel and Save Changes buttons at top. Section B. UBO expanded showing field configuration: "PARAGRAPH" with "Required" checkbox, field question "2. If the party is a UBO: Explanation regarding Source of Wealth", help text field, and "SHORT ANSWER" field below with "Required" checked for "3. Tax Identification Number (TIN)". Up/down arrows and delete icons visible on right]

Organising Your Form

Reorder Fields:

  • Use the up (↑) and down (↓) arrows next to each field to change its position within a section or push it to the next section

Delete Fields:

  • Click the delete icon (🗑️) next to a field to remove it

Expand/Collapse Sections:

  • Click the arrow next to section names to show or hide their contents

  • Useful when working on forms with many sections

Editing Existing Custom Metadata Forms

Editing Form Details

To update the form name, entity type, or status:

  1. Click on the form name in the Custom Metadata list

  2. Click Edit Custom Metadata Form

  3. Update the following:

    • Form Name - Change the form title

    • Entity Type - Modify which type of record it applies to

    • Status - Set to Active or Inactive

  4. Click Save Changes to apply

[Screenshot 7: Edit Custom Metadata Form Modal - Dialog showing "Party Company Form" with Form Name field containing "Party Company Form", Entity Type dropdown showing "Party Company", and Status dropdown showing "Active" with options for Active/Inactive visible]

Note: Inactive forms are not displayed to users when they're entering data, but the form structure is preserved.

Managing Form Fields

To edit the form structure and fields:

  1. Click on the form name in the Custom Metadata list

  2. The Form Builder view displays with all current sections and fields

  3. Click Manage Custom Metadata Form to enter edit mode

In Edit Mode, You Can:

  • Edit Field Questions: Click on a field to modify its question/label or help text

  • Change Required Status: Check or uncheck the "Required" box for each field

  • Add New Fields: Click Add Field within any section and select a field type

  • Reorder Fields: Use the up/down arrows to move fields within sections

  • Delete Fields: Click the delete icon to remove fields

Important Limitations:

  • You cannot change a field's type (e.g., from Short Answer to Dropdown)

  • To change a field type, you must delete the field and add a new one with the desired type

Saving Your Changes

After making edits:

  1. Review all your changes

  2. Click Save Changes in the top-right corner

Note: If you attempt to close the Form Builder without saving, you'll be warned about unsaved changes.

Copying a Custom Metadata Form

If you need a similar form for a different entity type, you can duplicate an existing form:

  1. Click on the form name in the Custom Metadata list

  2. Click Create Copy

  3. The system creates a duplicate of the form that you can then modify

[Screenshot 8: Form Detail View with Create Copy Button - Shows Party Company Form detail page with "Create Copy" and "Edit Custom Metadata Form" buttons visible in the top-right corner]

This is useful when you have similar data collection needs across different entity types.

Understanding Form Application

Where Custom Metadata Appears

Once you create a custom metadata form, it becomes available when users are working with the corresponding entity type:

  • Account forms appear when creating or editing Accounts

  • Object Company forms appear when creating or editing Object Companies

  • Party Company/Individual forms appear when creating or editing Parties

Active vs. Inactive Forms

Active Forms:

  • Displayed to users when they're entering data

  • Can be filled out and submitted

  • Data is captured and stored

Inactive Forms:

  • Not displayed to users

  • Existing data is preserved but cannot be modified

  • Useful for retiring old forms without losing historical data

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