Custom fields capture the details your team needs on job openings, Tasks, Projects, invoices and Contracts, such as a project code, a department or a role. You can add fields and keep their dropdown options current yourself, so a new project code or role is ready the same day without a Support request.

Who can do this: Admins.

Availability: Accounts that use job openings, Tasks & Projects, invoices or Contracts. You see a record type for each module your account uses.

Your workspace may use different names for job openings, Tasks, Projects, invoices, invoice items or Contracts. The steps are the same.

TABLE OF CONTENTS

Before you start

Custom fields are grouped by the type of record they belong to:

  • Job openings
  • Tasks
  • Projects
  • Invoices
  • Invoice Item (invoice line items)
  • Contracts

Each change applies to every record of that type. For example, a new option in a Tasks field shows on every Task that has the field. These record types are separate from field groups, which bundle fields for opportunities (see Custom Field Templates).

Fields on talent profiles work differently. See How to Add Partner Custom Fields to Talent Profiles.

What you can change yourself

ChangeCan you do it yourself?
Add, rename or remove an option on an existing dropdownYes, except on Invoices and Contracts fields once your account has any Contracts
Reorder optionsYes
Add a new fieldYes, except: Job openings when your account has more than one job opening template, Tasks when it has more than one Task template, and Invoices once your account has any Contracts
Delete a whole fieldNo. Contact Worksuite Support

When you can't change an option, it shows a lock icon with the message "You can't edit or remove existing options." This protects the values already saved on your Contracts and invoices. You can still add new fields to Contracts. For the other changes, contact Worksuite Support.

Open the custom fields for a record type

  1. Click the settings icon next to your profile picture, at the bottom left of any page.
  2. Click Custom fields.
  3. Click the record type you want to change, for example Tasks.

The editor opens, titled Custom fields for and the record type, for example Custom fields for Tasks. Click a field to open it.

Add an option to a dropdown

  1. Open the record type and click the field.
  2. Click Add option.
  3. Type the new option.
  4. Click Save.

You'll see a message that the custom fields have been saved, for example "Custom fields for Tasks have been saved." New options are added at the bottom of the list, so drag them into place before you save if order matters.

If you can't see the new option when you fill in the field, refresh the page. If it's still missing, open Worksuite in a private or incognito window to rule out your browser's cache.

Reorder options

Use this to sort a long list, such as project codes or departments, alphabetically.

  1. Open the record type and click the field.
  2. Hold the drag handle to the left of an option and drag it to its new place.
  3. Repeat until the list is in the order you want.
  4. Click Save.

The dropdown shows the new order everywhere the field is used.

Rename an option

  1. Open the record type and click the field.
  2. Click the option's text and type the new wording.
  3. Click Save.

New records show the new wording. Records that already use the old option keep the old wording. Before someone can save changes to one of those records, they need to pick an option from the current list.

Remove an option

Important: Records that use a removed option can't be saved until someone picks a different option. Check how widely an option is used before you remove it.
  1. Open the record type and click the field.
  2. Click the X next to the option.
  3. Click Save.

The option disappears from the dropdown for new records.

Add a new field

  1. Open the record type.
  2. Click Add field.
  3. Choose the field type, such as a dropdown or text field.
  4. Name the field and, for a dropdown, add its options.
  5. (Optional) Turn on Visible to partners, Editable by partners or Mandatory.
  6. Click Save.

If you don't see Add field, check the exceptions in What you can change yourself. Then contact Worksuite Support with the field name, its type, its options, and which templates or records it should appear on.

Delete a whole field

You can't delete a field after it's saved. The delete icon on the field shows "You can't delete this field now." Contact Worksuite Support with the field's name, its record type and your Worksuite workspace URL.

Good to know

  • Job opening forms: to show an existing custom field on an opportunity form, or move it between specific questions, contact Worksuite Support. Name the field and the questions it should sit between.
  • Talent profile dropdowns: you can add new options yourself. To rename or remove an existing option on a profile field, contact Worksuite Support.
  • Asking Support: refer to fields by their name, not an ID, and include your Worksuite workspace URL so the change lands in the right account.

Support/Resources

Still have questions about custom fields? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.