Custom fields

Custom fields and the built-in fields you turn on or off are company settings. They are not saved per user. Open Settings → Other → Custom fields (/fields). You need access to that settings area.

Each card is one area of the product. Open a card, then pick the form inside it. The table lists the fields currently on that form: name, description, and how many forms use the field. Drag a row to reorder the form, then save the order. That order is the order on the form for everyone.

Which records can have fields

Card	Forms you can configure
Catalog	Items, services, memberships, materials
Employees	Individual
Contacts	Individual, legal entity
Documents	Sales, sales return, purchase, purchase return, stock adjustment, transfer, order, manufacturing
Finance	Money in, money out, transfer
Obligations	Obligations
Workplaces	Workplaces
Requests	One form per active project. The form name is the project name

A field can be on one of those forms, on several, or on none. Catalog variations are a separate catalog editor. They are not one of the types in Create new field.

Show a field that is hidden

A field that is off for a form is absent from that form and from the field table. Stored values stay in the database. Hiding a field does not delete them.

1. Open the card and the form (for a contact, individual or legal entity; for a document, the document type; for a request, the project).
2. Choose Add field.
3. Tick the built-in fields you want on this form. The list is whatever is not already shown.
4. Choose Add. The count on the button is how many you ticked.

You can also open a field that already exists and use Form visibility. Show field is one checkbox per form. The per-form required column is not shown. Required is the single Required checkbox on the field, and it applies wherever the field is shown.

A few built-in fields cannot be removed. A catalog item’s name is one of them. Its show checkbox stays locked.

Fields a new project leaves off

When a project is created, these request fields start visible: title, description, status, assignee, and priority.

These start hidden until someone shows them for that project: primary contact, lead amount, currency, currency rate, source, tags, start date, due date, reporter, branch, department, addresses, employment, created on, created by, and visibility.

Other modules start from the fields already saved for your company. The same Add field list is how you turn a hidden built-in field on. The dental demo’s individual contact form, for example, keeps many personal fields in that list until you add them.

Create a custom field

1. On the form, choose Add field, then Create new field.
2. Pick a type. The types below are the ones the form offers.
3. Enter a name. Placeholder, description, and default value are optional.
4. For a list, a multi-select, or tags, add the options. Each option has a name and a color. Drag options to set their order.
5. Turn on Required when the record must not save without a value.
6. Under Form visibility, tick Show field for each form that should include it.
7. Save.

Type	What the user fills in	Where you can add it
Text	A short line	Every card
Paragraph	A longer note	Every card
Number	A number	Every card
List	One option from the list you define	Every card
Several choices	More than one option	Every card
Date	A date	Every card
Link	A web address	Every card
Yes/no	Checked or not. The default is checked or unchecked	Every card
Tags	Tags from the options you define	Every card
Employee	A person who can sign in	Documents and requests
Contact	A contact	Documents and requests

Yes/no, list, multi-select, and tags use a default chosen from their options. The other types use a text default. There is no separate date-and-time type and no date-range type in this form.

Where the field appears

Place	What happens
The form you ticked	The field is on the create and edit form, in the order you dragged
The list filter	An active custom field is added to the filter panel. Text uses contains, equals, or empty. A number uses comparisons. A date uses a range. Yes/no is yes, no, or empty. A list or multi-select filters by the options. Employee and contact filters search for that person
The list columns	The column is created hidden. Each person turns it on from the column settings. That choice is theirs, not the company’s
A request card	Fields shown for that project can appear on the card
A printed document	Templates can insert a custom field with a placeholder such as {contact_cf_12} or {document_cf_12}. The number is the field’s id. See Document templates

Turning a column on does not change who sees the field on the form. Turning the field off in this screen removes it from the form for everyone and leaves the data in place.