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Custom fields

Don't wait for a new release to add a field

Your administrator adds the field you need to contacts, orders, tasks, or employee records without writing code. It shows on the form and the detail page, and as a list column and filter if you choose.

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01

Build your own lists without exporting to Excel

You don't need to export records to Excel to list them by a detail only your business tracks. A field you add is offered as a list column, and you can add it to the filter menu and to sorting too. Formula fields become columns as well, and you can filter by their results.

  • Formulas that depend on today are recalculated every night
  • When you change a formula, existing records are recalculated too
  • Save the filter as a view and share it with your team

02

Details from the quote follow it to the invoice

Nobody retypes the sales channel picked on the quote when the order and invoice are created. When a field has the same key, type, and options on the quote, order, and invoice, its value moves to the next document on conversion. You can also add details you learn after the invoice is issued, and the amounts and document number stay the same.

  • Purchasing carries values across requisitions, orders, and purchase invoices too
  • An RMA (return merchandise authorization) opened from a service order takes the values of the same fields
  • The new document recalculates formula fields with its own formula
  • Confirmed orders and posted purchase invoices also keep their custom fields editable

03

Keep sensitive employee details out of sight

Keep payroll and attendance card numbers on the employee record without showing them to everyone. A new field on employee records starts as sensitive: only people you give a separate permission can see and edit the field and its value. For everyone else, the field does not exist on the record, in lists, in filters, or in reports.

  • Removing the sensitive mark requires the same permission
  • IWB AI and Excel exports don't show the field to users without the permission
  • The field list marks sensitive fields with a badge
  • The settings page reminds you to collect special-category data, such as health details, only with a legal basis

04Details

Fields you set up without code

  • 17 field types

    Choose from 17 types, such as money, date, choice list, and formula. Each type tile explains in a few words what it is for.

  • Help while you write formulas

    Type [ to open the field list, and typing an Excel name such as concatenate suggests the matching function. Errors are marked as you type, with a suggested fix next to them.

  • Ready-made examples

    Start from 9 examples, such as "Calculate a percentage," "Days until a date," and "Label by condition." Then pick your fields for the dashed placeholders.

  • Required fields and rules

    Make a field required and give it a default value. Set minimum and maximum values for numbers, and length limits and a format pattern for text.

  • Color-coded options

    Give each option in a choice list a color, and paste a list to add options in bulk. Deactivate an option in use instead of deleting it.

  • Change history

    See changes to choice, number, and date fields in the record timeline, with old and new values.

  • In reports and Excel

    Filter contact, product, task, and CRM reports by a custom field, and group them by single-select and yes/no fields. When you export a list to Excel, custom fields become their own columns.

  • IWB AI fills them in

    When IWB AI creates or updates a record, it fills in custom fields too. It shows you what it will write before saving, and you approve it.

05In modules

Where it helps most

06Related features

Tools that work alongside it

All features

07

Frequently asked questions

Which records can I add custom fields to?

You can add custom fields to 35 record types. The list starts with contacts, products, leads, and opportunities. Sales and purchasing documents, tasks, and projects are on it too. So are contracts, support tickets, and employee records. Field Service, Finance, Laboratory, and Manufacturing records take custom fields as well.

Can I change a field after creating it?

You can change its name, description, and rules at any time. You can also add options, rename or recolor them, and deactivate an option in use. The type and key can't change once the field is created. For a field that already has values in records, the currency of a money field and the target of a relation field stay fixed too.

How do we remove a field we no longer use?

Delete a field that has no values in any record. Deactivate a field that has values: it disappears from forms, lists, and filters, records keep their values, and you can turn it back on later. If you also have the permanent delete permission, you can delete a field together with its values, which can't be undone.

Do custom fields show on printed invoices and e-Invoices?

Custom fields are for your company's internal tracking: they stay off printed documents, e-Invoices, and accounting entries. Updating a custom field on an issued invoice doesn't change the official document.

Which fields can be marked sensitive?

The sensitive (personal data) mark is available on employee record fields, and new fields there start as sensitive. A sensitive field can't be required or have a default value, because users who can't see it still need to save the record.