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Custom fields (admin)

This article shows you how to add your own fields to tasks, such as a client name, a category or a reference number, and how your team uses them.

Owners, admins and managers can create custom fields. Custom fields apply to the whole workspace.

Open Custom Fields​

In the sidebar, click Custom Fields. You see every field in your workspace, with its type and whether it's required.

Screenshot

The Custom Fields page listing several fields, each with a type badge and edit and archive buttons.

Create a field​

  1. Click Add Field (or Create Your First Field if you don't have any yet).
  2. Enter a Name, such as "Client".
  3. Choose the Type:
    • Text or Text Area for free text.
    • Number or Currency for amounts.
    • Dropdown for a fixed list of choices.
    • Date, Checkbox, URL, Email or Rating.
  4. Optionally add a Description. It shows as help text under the field.
  5. Turn on Required if every task must have a value.
  6. Under Applies to, choose which task types the field is for. All types are selected to start with.
  7. Optionally set a Default Value. New tasks start with it filled in.
  8. Click Create Field.

You can't change a field's type after you create it.

For a Dropdown field, fill in each option under Options:

  1. Type a Value and a Label for the option. The label is what people see.
  2. Click Add Option for each extra choice.
  3. Optionally click the square next to an option to give it a color.

If your workspace uses the Content Calendar and groups it by this field, the colors show there.

Other settings by type​

  • Number: optional Min, Max and Step.
  • Currency: pick a Symbol, and optionally a Min and Max.
  • Rating: choose the Max Rating.
  • Text and Text Area: optional Max Length.

How your team uses custom fields​

  • When creating a task: the fields appear on the request form under Custom Fields. Required fields have a red asterisk, and the form won't submit until they're filled in.
  • On the task page: the values show under Custom Fields. Managers can click a value, change it and click Save.
  • In task lists: each field can appear as a column, and you can filter and group tasks by it.

A required field is only required for the task types it applies to.

Edit, archive or delete a field​

  • To edit, click the pencil button on the field, make your changes and click Update Field.
  • To hide a field, click the archive button. It disappears from forms, but the values already on tasks are kept.
  • Archived fields are listed under Archived. Click Restore to bring one back, or Delete to remove it for good. Deleting also removes its values from every task and can't be undone.

Tip: archive rather than delete if you might need the data later.