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Account Custom Fields

Custom fields allow you to track information specific to your business needs. Add any data points that aren't covered by standard fields.

Understanding Custom Fields​

What Can You Track?​

  • Contract numbers
  • Service agreements
  • Industry-specific data
  • Compliance information
  • Internal categorization
  • Legacy system IDs

Field Types Available​

  • Text: Short text entries
  • Text Area: Longer descriptions
  • Number: Integers or decimals
  • Currency: Financial values
  • Date: Single dates
  • Date Range: Start and end dates
  • Dropdown: Predefined options
  • Multi-select: Multiple choices
  • Checkbox: Yes/No fields
  • Email: Validated email format
  • Phone: Formatted phone numbers
  • URL: Website links

Creating Custom Fields​

Access Field Settings​

  1. Go to Settings → Workspace
  2. Select Custom Fields
  3. Choose Accounts
  4. Click "+ Add Field"

Field Configuration​

Basic Settings​

  • Field Name: Internal identifier
  • Display Label: What users see
  • Field Type: Select from available types
  • Description: Help text for users

Validation Rules​

  • Required: Must be filled
  • Unique: No duplicates allowed
  • Min/Max Values: For numbers
  • Character Limits: For text
  • Pattern Matching: Regex validation

Display Options​

  • Section: Group related fields
  • Order: Display sequence
  • Column Width: Full, half, third
  • Conditional Display: Show/hide based on values

Common Use Cases​

Service Industry​

Contract Type: Dropdown
- Annual Maintenance
- On-Demand
- Warranty
- Extended Service

SLA Response Time: Dropdown
- 2 Hours
- 4 Hours  
- Next Business Day
- Scheduled

Billing Cycle: Dropdown
- Monthly
- Quarterly
- Annual
- Per Service

Property Management​

Property Type: Dropdown
- Commercial
- Residential
- Mixed Use
- Industrial

Square Footage: Number
Building Age: Number
Number of Units: Number
Property Manager: Text
HOA Contact: Text

Healthcare​

Facility Type: Dropdown
- Hospital
- Clinic
- Laboratory
- Nursing Home

Compliance Cert: Date
License Number: Text
Beds/Capacity: Number
Emergency Contact: Phone

Field Organization​

Using Sections​

Group related fields together:

Contract Information​

  • Contract Number
  • Start Date
  • End Date
  • Value
  • Auto-Renewal

Compliance​

  • License Number
  • Expiration Date
  • Certification Type
  • Inspector Name

Field Dependencies​

Create smart forms with conditional logic:

  • Show "Contract End Date" only if "Contract Type" is "Fixed Term"
  • Require "PO Number" when "Requires PO" is checked
  • Display "Gate Code" only for "Gated Community" property type

Data Management​

Bulk Updates​

  1. Go to Accounts list view
  2. Select multiple accounts
  3. Click "Bulk Edit"
  4. Update custom fields
  5. Apply changes

Import/Export​

  • Export includes all custom fields
  • Import CSV with custom field columns
  • Map fields during import
  • Validate data before importing

Field History​

  • Track when fields change
  • See who made updates
  • View previous values
  • Audit trail for compliance

Best Practices​

Planning Fields​

Before creating fields:

  1. List all data needs
  2. Group related information
  3. Consider reporting requirements
  4. Plan for future growth

Naming Conventions​

  • Use clear, descriptive names
  • Avoid abbreviations
  • Be consistent across fields
  • Consider sorting/filtering

Data Integrity​

  • Use dropdowns for standardization
  • Set validation rules
  • Make critical fields required
  • Regular data audits

Performance​

  • Limit number of fields (recommended: <50)
  • Use appropriate field types
  • Index searchable fields
  • Archive unused fields

Advanced Features​

Calculated Fields​

Create fields that auto-calculate:

  • Contract Value = Monthly Rate × 12
  • Days Until Expiration = Contract End - Today
  • Total Sites = Count of Sub-Accounts

Field Permissions​

Control who can view/edit:

  • Admin-only fields
  • Read-only for technicians
  • Hidden from customers
  • Role-based access

API Access​

Custom fields are available via API:

{
  "account": {
    "name": "ABC Company",
    "custom_fields": {
      "contract_number": "CTR_2024_001",
      "sla_response": "4_Hours",
      "property_type": "Commercial"
    }
  }
}

Reporting​

Using Custom Fields in Reports​

  • Filter by custom field values
  • Group by categories
  • Sort by dates or numbers
  • Export with all fields

Dashboard Widgets​

  • Chart by dropdown values
  • Track date expirations
  • Sum currency fields
  • Count by categories

Migration Tips​

From Other Systems​

  1. Map existing fields
  2. Clean data first
  3. Test with sample
  4. Import in batches
  5. Verify accuracy

Changing Field Types​

  • Export existing data first
  • Create new field
  • Migrate data
  • Archive old field
  • Update reports/forms

Common Questions​

Can I delete custom fields?​

Yes, but consider archiving instead to preserve historical data.

How many custom fields can I have?​

No hard limit, but 30-50 is recommended for performance.

Can customers see custom fields?​

Only if included in customer portal or forms.

Do custom fields sync to mobile?​

Yes, all custom fields are available offline.