Custom Fields

Custom Fields extend the standard data model by adding your own fields to capture business-specific information on records throughout the system.

Overview

Custom Fields enable you to:

Add custom data fields
Define field types
Set validation rules
Control field visibility
Create dropdown options
Organize with field groups

Accessing Custom Fields

Navigate to Settings → Customization → Custom Fields from the main menu.

Custom Fields Overview

All Custom Fields

Custom Fields

Filter by Entity: [All Entities ▼]

┌────────────────────────────────────────────────────────────────┐
│ Entity       │ Fields │ Active │ Required │ Last Modified      │
├────────────────────────────────────────────────────────────────┤
│ Customers    │ 12     │ 10     │ 3        │ Jan 20, 2026       │
│ Products     │ 8      │ 8      │ 2        │ Jan 15, 2026       │
│ Sales Orders │ 5      │ 5      │ 1        │ Jan 10, 2026       │
│ Invoices     │ 3      │ 3      │ 0        │ Dec 20, 2025       │
│ Vendors      │ 6      │ 5      │ 2        │ Jan 18, 2026       │
│ Purchase Orders│ 4    │ 4      │ 1        │ Jan 12, 2026       │
│ Leads        │ 7      │ 6      │ 2        │ Jan 22, 2026       │
│ Opportunities│ 5      │ 5      │ 1        │ Jan 19, 2026       │
└────────────────────────────────────────────────────────────────┘

Total Custom Fields: 50
System Limit: 500

[+ Create Custom Field]

Creating Custom Fields

Field Configuration

Create Custom Field

Basic Information:
├─ Entity: [Customers ▼]
├─ Field Label: [Industry Segment]
├─ Field Name: [industry_segment] (auto-generated)
├─ Description: [Customer's primary industry classification]
└─ Field Group: [Business Information ▼]

Field Type:
○ Text (single line)
○ Text Area (multi-line)
● Dropdown (single select)
○ Multi-Select
○ Number
○ Currency
○ Date
○ Date/Time
○ Checkbox
○ URL
○ Email
○ Phone
○ File Upload
○ Lookup (related record)

Dropdown Options:
┌────────────────────────────────────────────────────────────────┐
│ Value               │ Label              │ Order │ Default     │
├────────────────────────────────────────────────────────────────┤
│ technology          │ Technology         │ 1     │             │
│ manufacturing       │ Manufacturing      │ 2     │             │
│ retail              │ Retail             │ 3     │             │
│ healthcare          │ Healthcare         │ 4     │             │
│ finance             │ Finance            │ 5     │             │
│ other               │ Other              │ 6     │ ✓           │
└────────────────────────────────────────────────────────────────┘

[+ Add Option] [Import Options]

[Cancel] [Save Field]

Field Settings

Field Settings: Industry Segment

Validation:
├─ Required: [ ] Make this field required
├─ Unique: [ ] Values must be unique
└─ Read-only: [ ] Prevent editing after creation

Default Value:
├─ [x] Set default value
└─ Default: [Other ▼]

Visibility:
├─ [x] Show on forms
├─ [x] Show in list views
├─ [x] Include in search
├─ [x] Show in reports
└─ [x] Include in exports

Permissions:
├─ View: [All Users ▼]
├─ Edit: [Sales Team, Admin ▼]
└─ Required for roles: [None ▼]

Position:
├─ Section: [Business Information]
├─ Order in section: [3]
└─ Column: [Right ▼]

[Save Settings]

Field Types

Available Types

Custom Field Types

Text Fields:
├─ Text - Single line text (255 chars max)
├─ Text Area - Multi-line text (unlimited)
├─ Rich Text - Formatted text with HTML
└─ URL - Web address with validation

Number Fields:
├─ Number - Integer or decimal
├─ Currency - Money values with formatting
├─ Percentage - Values 0-100 with % display
└─ Formula - Calculated from other fields

Date Fields:
├─ Date - Date only (MM/DD/YYYY)
├─ Date/Time - Date with time
└─ Time - Time only (HH:MM)

Selection Fields:
├─ Dropdown - Single selection from list
├─ Multi-Select - Multiple selections
├─ Checkbox - Yes/No boolean
└─ Radio Buttons - Single selection (visible options)

Reference Fields:
├─ Lookup - Link to another record
├─ User - Select system user
└─ File - File attachment

Contact Fields:
├─ Email - Email with validation
├─ Phone - Phone with formatting
└─ Address - Full address block

Number Field Example

Create Custom Field: Credit Score

Basic Information:
├─ Entity: [Customers]
├─ Field Label: [Credit Score]
├─ Field Name: [credit_score]
└─ Description: [Customer credit rating 300-850]

Field Type: Number

Number Settings:
├─ Number Type: [Integer ▼]
├─ Minimum Value: [300]
├─ Maximum Value: [850]
├─ Decimal Places: [0]
└─ Display Format: [Plain ▼]

Validation Rules:
├─ [x] Require value between min and max
└─ Error Message: [Credit score must be between 300 and 850]

Conditional Formatting:
├─ 300-579: Red (Poor)
├─ 580-669: Orange (Fair)
├─ 670-739: Yellow (Good)
├─ 740-799: Light Green (Very Good)
└─ 800-850: Green (Excellent)

[Save Field]

Lookup Field Example

Create Custom Field: Account Manager

Basic Information:
├─ Entity: [Customers]
├─ Field Label: [Account Manager]
├─ Field Name: [account_manager]
└─ Description: [Assigned account manager for this customer]

Field Type: Lookup

Lookup Settings:
├─ Related Entity: [Users ▼]
├─ Filter: [Role = Sales ▼]
├─ Display Field: [Full Name ▼]
├─ Allow Multiple: [ ]
└─ Allow Create New: [ ]

Default Assignment:
├─ [x] Auto-assign based on rules
├─ Rule: [Round-robin among sales team]
└─ Fallback: [Sales Manager ▼]

[Save Field]

Field Groups

Organizing Fields

Field Groups: Customers

Groups organize custom fields into logical sections:

┌────────────────────────────────────────────────────────────────┐
│ Group Name          │ Fields │ Order │ Collapsed │ Status     │
├────────────────────────────────────────────────────────────────┤
│ Business Information│ 5      │ 1     │ No        │ Active     │
│ Financial Details   │ 4      │ 2     │ No        │ Active     │
│ Marketing Preferences│ 3     │ 3     │ Yes       │ Active     │
│ Internal Notes      │ 2      │ 4     │ Yes       │ Active     │
└────────────────────────────────────────────────────────────────┘

[+ Add Group] [Reorder Groups]

Create Group

Create Field Group

Group Details:
├─ Entity: [Customers]
├─ Group Name: [Financial Details]
├─ Description: [Customer financial and billing information]
└─ Status: [Active ▼]

Display Settings:
├─ Order: [2]
├─ Default State: ● Expanded ○ Collapsed
├─ Columns: ● 2 columns ○ 1 column
└─ Show Header: [x]

Permissions:
├─ Visible to: [All Users ▼]
└─ Hide for roles: [Select roles...]

Fields in Group:
├─ Credit Score (Number)
├─ Credit Limit (Currency)
├─ Payment Terms (Dropdown)
└─ Tax Exempt (Checkbox)

[Save Group]

Conditional Logic

Field Dependencies

Conditional Field Logic

Field: Tax Exempt Status (Customers)

Show/Hide Rules:
├─ Show "Tax Exempt Certificate" field
│  └─ When: Tax Exempt = Yes
├─ Show "Exemption Expiry Date" field
│  └─ When: Tax Exempt = Yes
└─ Show "Exemption State" field
   └─ When: Tax Exempt = Yes

Required Rules:
├─ Make "Tax Exempt Certificate" required
│  └─ When: Tax Exempt = Yes
└─ Make "Exemption Expiry Date" required
   └─ When: Tax Exempt = Yes AND Country = US

Value Rules:
├─ Set "Requires W-9" = Yes
│  └─ When: Tax Exempt = Yes
└─ Clear tax rate
   └─ When: Tax Exempt = Yes

[+ Add Rule] [Save Rules]

Data Management

Bulk Update

Bulk Update Custom Fields

Entity: Customers
Field: Industry Segment

Current Distribution:
├─ Technology: 234 customers
├─ Manufacturing: 189 customers
├─ Retail: 456 customers
├─ Healthcare: 123 customers
├─ Finance: 89 customers
├─ Other: 234 customers
└─ (Empty): 156 customers

Bulk Update Options:
├─ Update empty values to: [Other ▼]
├─ Replace "Other" with: [Select...▼]
└─ Based on filter: [Customer type = "Retail"]

Preview Changes:
├─ Records to update: 156
├─ New value: "Other"
└─ [Preview] [Apply Changes]

Import/Export

Import Custom Field Data

Entity: Customers
Field: Industry Segment

Import Method:
● CSV Upload
○ Copy/Paste
○ API Import

CSV Format:
├─ Column 1: Customer Code (identifier)
├─ Column 2: industry_segment (field name)
└─ Column 3: [Optional additional fields]

Sample CSV:
┌────────────────────────────────────────────────────────────────┐
│ customer_code,industry_segment                                 │
│ CUST-001,technology                                            │
│ CUST-002,manufacturing                                         │
│ CUST-003,retail                                                │
└────────────────────────────────────────────────────────────────┘

[Choose File] [Validate] [Import]

Best Practices

Planning

Define requirements first
Use consistent naming
Group related fields
Plan for growth

Design

Choose appropriate types
Set sensible defaults
Add helpful descriptions
Use validation rules

Management

Review field usage
Clean up unused fields
Update options as needed
Document custom fields

Troubleshooting

Common Issues

Field not appearing

Check visibility settings
Verify permissions
Review field status
Check entity assignment

Validation failing

Review validation rules
Check required settings
Verify data format
Test with different values

Data not saving

Check field permissions
Verify field is active
Review error messages
Check for conflicts

Custom Fields ​

Overview ​

Accessing Custom Fields ​

Custom Fields Overview ​

All Custom Fields ​

Creating Custom Fields ​

Field Configuration ​

Field Settings ​

Field Types ​

Available Types ​

Number Field Example ​

Lookup Field Example ​

Field Groups ​

Organizing Fields ​

Create Group ​

Conditional Logic ​

Field Dependencies ​

Data Management ​

Bulk Update ​

Import/Export ​

Best Practices ​

Planning ​

Design ​

Management ​

Troubleshooting ​

Common Issues ​