Form Fields

Required Permission

Custom Fields - You must have the Custom Fields permission to access this setting.

Create and manage custom fields to track additional data on contacts, projects, and contracts.

Overview

Form Fields allow you to extend the standard data model with custom fields specific to your business. Fields can capture text, numbers, dates, selections, team members, and more. The system includes both system fields (built-in fields that can be configured but not deleted) and custom fields (fields you create).

Accessing Form Fields

1. Go to Settings > Form Fields

Understanding the Interface

Tabs

The field list is organized into tabs for easier navigation:

Tab	Description
All	Shows all fields across all categories
Contacts	Fields that appear on contact records
Projects	Fields that appear on project records
Contracts	Fields that appear on contract documents

Field List Columns

Column	Description
Name	The display label for the field
Category	Whether the field belongs to Contacts, Projects, or Contracts
Source	Whether the field is a System or Custom field
Contact Types	(Contacts tab only) Which contact types the field applies to
Location	Where the field appears within the record
Field Type	The type of data the field captures
Enabled	Toggle to enable/disable the field
Created	The date the field was created
Modified	The date the field was last changed
Actions	Edit the field's options, edit the field, or delete it

The Source column makes it easy to tell at a glance whether a field is a built-in system field or one your team created.

Drag-and-Drop Ordering

When viewing a specific tab (Contacts, Projects, or Contracts), you can drag fields to reorder them. The order determines how fields appear on forms and detail pages.

Creating a New Field

1. Click New Field
2. Select a Category (Contacts, Projects, or Contracts)
3. Enter a Field Name
4. Optionally add an Admin Description (an internal note visible only to admins) and a Tooltip Description (helper text shown to users beneath the field)
5. Choose a Location (where the field appears)
6. Select a Field Type
7. Configure any type-specific options
8. Set field options (Enabled, Required, etc.)
9. Click Add Field

tip

When you start a new field from a specific tab (Contacts, Projects, or Contracts), the Category is pre-selected for you. Starting from the All tab defaults to Contacts—change it if needed.

Field Categories and Locations

Contact Fields

Contact fields can be placed in these locations:

Location	Description
Primary Info	Primary contact information section
Secondary Info	Secondary contact information section
General Info	General information section

You can also restrict contact fields to specific Contact Types. If no contact types are selected, the field applies to all contact types.

Project Fields

Project fields can be placed in these locations:

Location	Description
Project Info	General project information
Sales Info	Sales-related information
Design Info	Design phase information
Production Info	Production phase information

Project fields support conditional display—you can configure fields to appear only in specific contexts (e.g., when marking a project won or lost).

Contract Fields

Contract fields are used in contract templates and appear on contract documents.

Field Types

Type	Description	Options
Text	Single-line text input	Default value, Include in Search
Long Text	Multi-line text area	Default value
Select	Dropdown selection	Options list, Allow multiple selections, Default value
Date	Date picker	—
Date/Time	Date and time picker	—
Team Member	Select a team member	Filter by roles, Default value, Display on Client Portal
Subcontractor	Select a subcontractor	—
Yes/No	Toggle switch	Default state
Checkbox	Checkbox	Default checked state
Number	Numeric input	Default value, Include in Search
Money	Currency amount	Default value
Link	URL/web link	—
Email	Email address	Default value

An Email field validates that the entered value is a properly formatted email address. Email fields can also be targeted as recipients in a Send Email workflow action, so automated emails can be sent to the address stored in the field.

Select Field Options

When creating a Select (dropdown) field:

1. Enter options in the Dropdown Options text area, one per line
2. Optionally use the format key : Label for custom keys (e.g., red : Red Color)
3. Check Allow multiple selections if users can select more than one option
4. Choose a Default Value from your options

Team Member Field Options

When creating a Team Member field:

1. Select Roles to filter which team members appear in the dropdown (leave blank for all)
2. Choose a Default Value if desired
3. For project fields, toggle Display on Client Portal to control visibility

Only active team members appear in the dropdown for new selections. If a user is deactivated after being assigned to a Team Member field, their existing value stays visible on the record so the assignment isn't lost — they just can't be chosen for new records until reactivated.

Field Settings

General Settings

Setting	Description
Enabled	When on, the field is active and visible. Disable to hide without deleting.
Required	Makes the field mandatory. For project fields, use "Always Required" to require everywhere.
Include in Search	(Text and Number fields only) Includes field values in search results.
Admin Description	An internal note about the field, visible only to admins in this screen. Not shown to users.
Tooltip Description	Helper text shown to users beneath the field wherever it appears (forms and the client portal).

Project Field Display Settings

Project fields have additional options for conditional display:

Context	Description
When project is marked won	Show the field when marking a project as won
When project is marked lost	Show the field when marking a project as lost

For each context, you can also mark the field as Required for that specific context.

System Fields vs. Custom Fields

• System Fields: Built-in fields that cannot be deleted. You can edit their label, location, and settings, but the underlying field remains.
• Custom Fields: Fields you create. These can be fully edited or deleted.

Each field's type is shown in the Source column (System or Custom). System fields are also indicated by the absence of a delete button in the Actions column.

Editing a System Field's Options

Some system fields draw their options from another part of the system—for example, Sales Stages, Production Stages, Design Stages, Campaigns, and Sources. For these fields, an Edit options icon (gear) appears in the Actions column that takes you directly to the screen where those options are managed.

This link only appears if you have permission to manage that area (for example, Company Settings for stages, or Marketing for campaigns and sources). If you don't have the required permission, the link is hidden.

Managing Fields

Editing a Field

1. Click the Edit icon (pencil) on the field row
2. Modify the field settings
3. Click Save

Deleting a Field

1. Click the Delete icon (trash) on the field row
2. Confirm the deletion

warning

Deleting a field removes it from all records. Any data stored in that field will be lost. This action cannot be undone.

Enabling/Disabling a Field

Use the Enabled toggle in the field list to quickly enable or disable a field without editing it.

Reordering Fields

1. Navigate to a specific tab (Contacts, Projects, or Contracts)
2. Drag fields up or down to reorder
3. The new order saves automatically

Filtering Fields

Use the Filters button to narrow the field list by:

• Source: Show only System or only Custom fields
• Field Type: Show only fields of a specific type (e.g., Text, Money, Email)
• Location: (Contacts and Projects tabs) Show only fields in a specific location (e.g., "Sales Info" for projects)

Filters work alongside the category tabs and the search box, so you can combine them—for example, showing only Custom Email fields on the Projects tab.

Where Fields Appear

Custom fields appear in:

• Record detail pages - In the location you specified
• Board cards - When configured (project fields)
• Forms - Contact and project creation/edit forms
• Document templates - As merge fields in contracts and documents
• Reports - In exports and report data
• Client Portal - Team member fields with portal display enabled

Related Topics

• Form Builder - Build custom forms using fields
• Document Templates - Use fields as merge tokens
• Contract Templates - Use contract fields in templates