Manage Custom Fields in Projects
Manage which organization-wide custom fields are used in your project. Add project-specific custom fields, set field values for different item types, and configure field visibility and requirements.
This guide is designed for project manager.
Steps
Step 1: Navigate to Project Custom Fields
From Project Settings, click Custom Fields in the left menu. This shows all available custom fields and which are enabled for this project. You can also create project-specific custom fields not available to other projects.
Project-specific fields are only available in this project; shared fields apply to all projects.
Step 2: Review available fields
The page shows two types of fields: Organization Fields (defined at org level, shared across projects) and Project-Specific Fields (only for this project). Check which fields are enabled. Disabled fields don't appear in this project.
Organization fields can't be modified per-project; project-specific fields can.
Step 3: Enable organization fields
For organization-defined fields you want to use, click Enable. Once enabled, the field appears in forms and can be filled in. You can enable/disable fields anytime without losing data.
Enabling fields after project start is fine - existing items won't break.
Step 4: Configure field requirements
For enabled fields, you can set project-specific configuration: Required (must fill), Visible (show in UI), Default value (pre-fill form). These override organization settings for this project only.
Making a field required in the project doesn't affect other projects.
Step 5: Create project-specific fields
Click Create Project Field to add a field only for this project. Examples: "Site Location Code" for a specific project, "Client Approval Date", or "Weather Conditions" (only relevant for this project).
Project fields use the same types as organization fields (text, number, date, dropdown, etc.).
Step 6: Assign fields to item types
Configure which fields appear for which item types: Tasks get certain fields, Documents get others, People get different ones. This customization helps collect relevant data for each item type.
Same field can apply to multiple item types if relevant to all.
Step 7: Set field grouping and view usage
Organize custom fields into groups in the UI (Project Financials, Quality Assurance, Team Information, etc.) to improve user experience. Groups appear as collapsible sections in forms. You can also see how many items have values for each field, helping you identify which fields are actually being used.
Logical grouping and usage tracking help maintain effective field definitions.
Step 8: Configure field defaults
Set default values for fields in this project: Default status "Planning", default priority "Medium", default location "Site A". Defaults save time when creating items and ensure consistency.
Defaults can always be changed on individual items.
Step 9: Use fields in reports and manage visibility
Custom fields appear in reports as merge fields - use {{ item.custom_field_name }} to include values in document templates. Control field visibility: All team members, Project Admins only, or specific roles only. Sensitive fields like budget authority or approval status can have restricted visibility to protect project data.
All enabled fields are available for reports. Visibility controls prevent unauthorized access.
Step 10: Remove unused fields
To clean up the UI, disable fields not being used in this project. Click Disable next to a field. The field and its data remain in the system; you can re-enable anytime. Disabled fields don't appear in forms or reports.
Disabling doesn't delete data - existing values are preserved.
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Last updated: 2025-12-08