Add a custom field

A custom field keeps something your business tracks on the record itself: a warranty end date on equipment work, a site contact on a customer, a licence number on a supplier. It appears after the standard fields, in the record's More details block, and in every export.

Before you start

• You need the right Manage Studio (fields, layouts, statuses, rules, templates). See Choose who can manage Studio.

Steps

1. Open Studio → Fields, or choose New → Add a field.
2. Pick the record, for example Customers, Work orders or Projects.
3. In the Add a field form, type the Label in English, and the Label in Arabic and Label in Urdu if you work in those languages. Open More languages for the others.
4. Choose the Type: Text, Long text, Number, Money, Date, Yes / no, Single choice, Multiple choice, Contact, Team member or File (reference).
5. For a choice field, type the Choices, one per line.
6. Add Help text if people need a hint.
7. Under Rules, tick what applies: Required, Show on documents, Ask can read it, Visible to the customer, Searchable.
8. Under Who sees it and Who can change it, tick roles, or leave them empty for everyone who sees or can edit the record.
9. Select Save draft. The field shows New in the list.
10. In Preview, choose a role to see the record as that role would.
11. Type a note if you want and select Publish.

Good to know

• Where it shows. On the record pages of customers, suppliers, items, projects, employees, fixed assets, agreements, invoices and quotes, the Field jobs job page and the Collections case page. People fill it in with Edit in the More details block. Leads and deals, Bills and Tickets can hold fields (through exports and the API), but their pages do not show the block.
• Checks. Values are checked by type, required and who may edit when they are saved, not in the browser.
• Limits. At most 50 active fields per record type. Once a field holds values its type cannot change: make a new field instead. A published field is retired, never deleted (Retire, then Restore if needed); its values stay on the records and in exports. A choice in use can be retired but not removed.
• Ask reads a field only when Ask can read it is ticked, and only for people who may see the field.
• Exports always include every field, as columns named "Label (field id)". Importing those columns back is not supported.
• Searchable marks up to five text fields, but they are not searched by the search box.
• Visible to the customer is kept with the field; the customer portal does not show custom fields.
• Show on documents lets a document template print the field.
• Next: arrange fields per role.