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
Organize custom fields into groups in the UI: Project Financials, Quality Assurance, Team Information, etc. Grouping helps when there are many fields. Groups appear as collapsible sections in forms.
Logical grouping improves user experience when filling forms.
Step 8: View field usage
See how many items have values for each field. This helps identify which fields are actually being used. Unused fields can be disabled to reduce clutter. View field statistics: how many items have values, what values are used.
Tracking usage helps you maintain field definitions over time.
Step 9: 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 10: Use fields in reports
Custom fields appear in reports as merge fields. When generating documents, use {{ item.custom_field_name }} to include custom field values. This populates reports with project-specific data.
All enabled fields are available for use in document templates.
Step 11: Manage field visibility
Control who sees each field: All team members, Project Admins only, specific roles only. Some sensitive fields (budget authority, approval status) may have restricted visibility. Visibility is per-field.
Visibility controls help protect sensitive project data.
Step 12: 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.
Video Tutorial
Last updated: 2025-12-08