1. What is a Custom Field?
In many cases, the fixed card fields are not sufficient to capture important information, which is relevant to your project requirements and specifics.
This is where custom fields come in place. With custom fields, you can collect and track information that is unique to your projects.
The custom field is added in addition to the standard fields to customize Kanbanize for your organization's needs. The system allows you to create as many custom fields as you need.
2. How to create custom fields?
Custom Fields are created and managed at a global Account level. To create custom fields, go to the Administration menu and click "Custom fields" under Card Management. The system redirects you to the dedicated panel.
The dedicated "Custom Fields" panel stores all existing custom fields in the system. Only users having the necessary permissions can manage the custom fields in the Account. Check out the FAQ section below for details on how permissions work.
All existing custom fields are stored in a table format that provides the following information for each custom field:
- Name - this is the custom field name along with the color selected for the field.
- Type - the respective custom field type: text, number, dropdown, date, contributor, etc.
- Availability level - controls the custom fields' availability on the boards.
- Boards - number of boards where the custom field has been applied to.
- Settings - use the three dots icon to edit, disable, delete the selected custom field.
How to create a new Custom Field?
Click the "New Custom Field" link on the top right side of the panel.
In the "New Custom Field" panel:
Enter the custom field name (2) and select a dedicated color that will distinguish the new custom field (1).
Select the type of your custom field (3). It might be any of the following options:
- Single line text
- Multi-line text
- Drop down
* To learn more about the different types of custom fields, please check the dedicated article .
(4) To be able to add this custom field to your cards, you need to assign it to the board first. Use the "+" sign to add the custom field to the boards. Click the corresponding “x” button tor remove a board where the field should not be present.
(5) Define the Custom field Availability Level in your account. Note that only Account Owners can control that setting. They can select any of the following options:
- Оn-demand - When the custom field gets created, every Workspace Manager could choose to add it to the boards they manage.
- Auto - When the Custom Field is created, it will be automatically added to all new boards. It can be managed afterward, depending on user permissions in Card Controls settings.
- Global - When a Custom Field is created, it will be automatically added to all boards and cannot be removed.
(6) You can apply any of the following custom field controls:
Always present: controls whether this custom field must always be present on all new cards. The existing cards in the system will not obtain the custom fields properties.
Enforce Value: Controls whether this custom field must always have a value for the cards it is applied to.
Allow other value: this setting is available only for “Dropdown” type custom field. It allows users to input a different value in a separate field.
Lock properties: Controls whether the custom field properties are locked and cannot be changed per board.
Immutable: controls whether the value of the custom field can be changed after it has first been set. This property could be switched on/off only on Global level (Cards management in the Administration panel).
(7) Uniqueness of values
- Any Value - Users can use the same value repetitively.
- Unique Value per Board - The value of the custom field must be unique within the board.
- Unique Value Across all Boards - The value of the custom field must be unique across all boards
(8) Prefix and Suffix
Prefix: this is a prefix to display before the custom field value. For example, if the custom field’s type is number, then the prefix could be "$".
Suffix: this is a suffix to display after the custom field value. For example, if the custom field’s type is number, then the suffix could be "m2".
3. How to Manage Custom Fields at a Board level?
All custom fields created in the Administration become available in the dedicated "Custom Fields" panel of the Board Sidebar.
From here users with the respective privileges quickly check, which custom fields are enabled for the board.
If the toggle is on, it means that the custom field is enabled. To enable and disable custom fields, just slide the toggle on and off.
If you have too many custom fields, you need to scroll up and down to see which custom fields are enabled for the current board. Use the Filter to quickly find the custom field your are searching for.
(1) Use filtering option "Added to Board" to get a shorter list with the custom fields that are used in the respective board.
If you select "All", the panel displays all custom fields created in the account including standard/defaults ones.
(2) Use the "Reorder Custom Fields" link to be able to make the order of the custom fields in the way you want them visible on the card.
Note: the arrangement of custom fields is now managed on a board level and applies across all cards.
(3) Use the "pencil" icon per custom field, to change some of its characteristics. Note that you can change only the color, the advanced settings and the default values from here.
4. Overview of the default/standard custom fields.
There are three standard custom fields, which are commonly used in project and process management. They are default system fields and users who design and maintain the teams workflow take the decision to enable them or nor.
- Reporter: if you add this custom field to the board, every time when you create a card on that board the system will automatically display the user who created the card (card creator).
- Created at: if you add this custom field to the board, every time when you create a new card, the system will automatically display the time (date/hour) when it was created.
- Last modified: if you add this custom field to the board, every time when you create a new card the system will automatically display the last time the card was modified (date/hour).
Those custom fields are always present in the "Board Custom field Management" panel, that you access from the Board Sidebar. You should not have to create them.
Select "All" to display all custom fields in your account and the three fields appear at the top of the list. Slide the toggles on to enable them for the respective board.
Note: The fields “Created at”, “Last modified”, “Reporter” are considered system fields and can be made available either on all cards on the board or be hidden at all.
To make the standard fields visible at the closed card preview, you need to configure the Card settings accordingly. Please, check the dedicated article to manage that setting.
5. Where do custom fields appear on the card?
There are several options, which gives you flexibility with the custom fields visualization on the cards.
Option 1: Custom fields become available as a selection in your cards. Open a card and go to the Card Fields and make your selection of custom fields to add them to the card. You can select any or all of the custom fields.
The fields will become available inside the card and you can insert values to complete the fields.
Note: You can add custom fields to your cards using the Card Context menu.
Let's see it in action:
Option 2: If you select the "Always present" option during the custom field creation process, the respective custom fields will be always present inside the cards and you shouldn't have to add them manually.
Option 3: You can make some or all of the custom fields visible at the card preview. This facilitates your everyday work with the fields as you can complete and monitor them without opening the card.
For that purpose, you need to configure accordingly the Card Settings, which are related to the custom fields preview. To learn more, please check the dedicated article.
Q: Who can create and manage custom fields?
A: There is a Security Control related to Custom fields under the "Card Controls" section.
In the first place, the card control options define who in the account will be able to create, edit, and delete custom fields. This could be the Account Owner, the Workspace Manager, or everyone in the account.