Define Custom Fields for Organization
Create custom data fields for your organization that can be used across all projects. Define field types, labels, validation rules, and default values. Custom fields extend the platform to match your specific project needs.
This guide is designed for system-admin.
Steps
Step 1: Navigate to Custom Fields
From Organization Settings, click Custom Fields in the left menu. This shows all custom fields defined for your organization. These fields are available to all projects and can be used in reports and documents.
Custom fields are organization-wide - once created, they're available in all projects.
Step 2: Understand field types
Before creating fields, understand available types: Text (short strings), Long Text (paragraphs), Number (integers or decimals), Date, Dropdown (select from options), Checkbox (yes/no), Email (validated), Phone (formatted), and Reference (links to other data).
Choose the field type that matches your data - this enables validation and formatting.
Step 3: Create a new field
Click Create Field. Enter the field name (e.g., "Budget Code", "Vendor ID", "Quality Rating"), select the field type, and provide a description. The field name is used internally; the label is what users see. Field names must be unique.
Use clear, descriptive field names that indicate the data type and purpose.
Step 4: Configure field validation
Depending on field type, configure validation: Required (must fill), Min/Max length (text), Min/Max value (numbers), Decimal places (numbers), Date format, or Dropdown options. Validation ensures data quality when entered.
Making fields required encourages data entry, but optional fields are more flexible.
Step 5: Set default values
Optionally set a default value that appears when the field is first used. Examples: default status "New", default priority "Medium", default date "Today". Default values save time and ensure consistent data entry.
Default values can be overridden by users when entering data.
Step 6: Add field to field groups
Organize fields into logical groups (e.g., "Project Financials", "Quality Assurance", "Team Information"). Groups help organize the UI when displaying many custom fields. A field can belong to one group.
Field groups help keep the UI organized when there are many custom fields.
Step 7: Create dropdown options
For Dropdown fields, click Add Option to create the list of choices. Enter each option (e.g., "High", "Medium", "Low" for priority). Users will select from these options. You can mark one as the default selection.
Keep dropdown lists concise (5-15 options). If more, consider a reference field instead.
Step 8: Configure field visibility
Set who can see this field: All users, Org Admins only, Project Admins only, or Team Members only. Some sensitive fields may have restricted visibility. This determines who can view and edit the field data.
Visibility controls apply organization-wide to all projects using this field.
Step 9: Use fields in projects
Once created, custom fields appear in all projects within your organization. Project admins can choose to use or hide specific custom fields on a per-project basis. Fields appear in data forms, templates, and reports.
Custom fields can be used in document templates as merge fields.
Step 10: Modify existing fields
Click on a field to edit it. You can change the label, description, default value, and validation rules. Avoid changing field type after creation as it may affect existing data. You can deprecate old fields if no longer needed.
Changes to field definitions apply to future entries but don't retroactively change existing data.
Video Tutorial
Last updated: 2025-12-08