User Fields 1-45 are displayed in the Cardholder Database window and can be printed to ID cards.

Start by adding the field to the external database, or verify that a field already exists for the intended purpose. Contact your database administrator or see the Advanced section below.

Assign a location for the User Field

The next steps define where the User Field is located in the cardholder database window.

Library Number is User Field 4
  1. Open IDMS and log in with an administrator-level account
  2. Open Utilities > Setup > Database
  3. Click Define beside User Fields
  4. Enter the new field label in an unused user field (Do not move existing field labels!)
  5. Click OK

Configure the User Field's field type

After assigning the User Field label to a location you can now set the field type. These next steps define the field type (text field, droplist, read-only, hidden, etc).

  1. Open Utilities > Setup > Database
  2. Click the Define button beside Data Layout
  3. Open the Data droplist and select the field label you added in step 4 above
  4. Assign the appropriate field status types by enabling 1 or more check boxes. 
  5. Click Save and Close

Add the User Field to the Mapping DBL file

These steps associate the User Field with the external database field.
  1. Open Utilities > Setup > Map Data > Edit
  2. Choose a DBL file and click OK
  3. Select the database column in the left pane and the User Field in the middle pane
  4. With both fields selected click the right arrow to add the new mapping to the Current Data Mappings list
  5. Click OK to save and exit


For advanced users only.

Adding a new User Field usually requires creating a new field in the external database table. The default ID table names are listed below.

Database TypeDefault person table name
Microsoft SQL
Microsoft Access
demo / RTK12_Person

Supported Data types







NVARCHAR or any other N- variant is not supported.

Microsoft SQL Server

To add a new column to an existing table using SQL Management Studio.

  1. Connect to the Database Engine.
  2. From the Standard bar, click New Query.
  3. Copy and paste the following example into the query window and then click Execute.

Substitute ColumnName with the name of the column you want to add. VARCHAR(64) indicates the column data type and length. 


ADD ColumnName varchar(64)