Creating custom fields
Custom fields can be used to collect custom information about users, projects, tasks, departments, clients, and employee types. They can also be used to collect data on timesheets, expense sheets, and shift schedules, and when creating punches.
For example, you could create a custom field to record:
- A user’s job title, recorded in their user profile
- Notes, project plans, or statements of work for a project
- The number of customer calls an employee completed during a shift, recorded in their timesheet
Custom data can be viewed and exported using reports.
What's the difference between dynamic and fixed custom fields?
There are two broad categories of custom fields – dynamic custom fields and fixed custom fields.
| Dynamic custom fields | Fixed custom fields |
|---|---|
|
|
They may also appear and be configured in different locations. See the sections below for information on each.
Dynamic custom fields
Note the following about dynamic custom fields:
- You need Object Extension Fields permission enabled in your administrator permission set for these fields to be available
- There is no limit to the number of dynamic custom fields you can add
- The timesheet varieties of these fields are available in configurable timesheets only
- Some of these field types support file attachments
- Once you create a field in one location, as listed in the table below, that field will be available to add to any other dynamic custom field location.
About the dynamic custom fields
| Field type | Where the type of field displays once set up | Setup location |
|---|---|---|
| Time Distribution Grid (1) | Either as a column in the grid, where you enter a value for each row (row-type), or...
In each cell of the grid (cell-type). These also display in Time Entry Details tables, if present Row or Cell are chosen when adding the field This field type does not support file attachments. |
Administration > Timesheets > Timesheet Templates > Add a UI Component > Time Distribution Grid |
| In/Out Times + Allocation (1) | As a column in the in/out grid, where you can enter a value for each row
This field type does not support file attachments. |
Administration > Timesheets > Timesheet Templates > Add a UI Component > In/Out Times + Allocation |
| Daily Fields (1) | As a table in timesheets, with a column representing each day | Administration > Timesheets > Timesheet Templates > Add a UI Component > Daily Fields |
| Timesheet Fields (1) | Fields below or above timesheets | Administration > Timesheets > Timesheet Templates > Add a UI Component > Timesheet Fields |
| Project | At the bottom of the Project Info dialog for each project (dialog displays when you click the Project Info button).
Drop-down fields are available as filters on the Project list page. |
Administration > Projects > Project Settings > Dynamic Custom Fields |
| User |
On the main page of each user’s user profile. Drop-down fields are available as filters on the Time Workbench. |
Administration > Employees and Organization > User Settings > Dynamic Custom Fields |
(1) These types of fields can be hidden from users. Note that, on the Timesheet Settings page, Daily Fields display in the Entry Level Custom Fields list.
About file attachment fields
Most types of dynamic custom fields support file attachments. For each attachment field you create, you can choose to let employees upload a file, or enter a URL, or both.
These fields can be used for a variety of purposes. For example, you can use timesheet fields to allow employees to attach:
- A scanned copy of a worksheet that includes a signature
- Notes on work completed saved in a Google Sheets or SharePoint document
- Images of work they complete each day
Timesheet entry dynamic custom fields do not support file attachments.
What file formats do file attachment custom fields support?
These fields support the following formats: .aac, .avi, .bmp, .doc, .docx, .eml, .gif, .heic, .heif, .html, .jpeg, .jpg, .m4a, .m4v, .mkv, .mov, .mp3, .mp3, .mp4, .mpe, .mpeg, .mpg, .msg, .odp, .ods, .odt, .oga, .ogg, .ogm, .ogv, .pdf, .png, .ppt, .pptx, .rtf, .svg, .tif, .tiff, .txt, .weba, .webm, .webp, .xls, .xlsx
Can we download attached files using reports?
No. Only the file name will display in reports; you can't access the file itself.
Adding a dynamic custom field
To add a dynamic custom field:
- Go to the setup location listed in the table above.
- Click Add Field.
- Select an existing field, or click Create Field Definition to create a dynamic field.
- Give the field a name, description, and select its type (Dropdown, File / Web Address (URL), Number, or Text)
- If you selected Dropdown, add the options in the Options field that displays, clicking Add between each dynamic drop-down option.
- If you chose File / Web Address (URL), choose whether you want users to be able to upload a file, enter a URL, or both.
- Click Save.
Fixed custom fields
About the fixed custom fields
| Field type | Number of fields available | Where the type of field displays once set up | Setup location |
|---|---|---|---|
| Project | 20 | At the bottom of the Project Info dialog for each project (dialog displays when you click the Project Info button) | Administration > Projects > Project Settings |
| Task | 20 | At the bottom of the add/edit balloon for each task | Administration > Projects > Project Settings |
| User | 50 |
On the main page of each user’s user profile, under the End Date field. Drop-down fields are available as filters on the Time Workbench. |
Administration > Employees and Organization > User Settings |
| Client | 12 | At the bottom of the Info dialog for each client (dialog displays when you click the Client Info button) | Administration > Projects > Client Settings |
| Expense | 5 | In the expense entry table on expense sheets (users may need to enable this field by clicking the Settings button) | Administration > Expenses > Expense Settings |
Adding a fixed custom field
To add a fixed custom field:
- Find the custom field setup page for the type of field you want to create.
- Find the Custom Fields table, and click a < Unused – Click to Add > link.
- Give the custom field a name, and complete the settings fields. The fields available will update based on what data type you select.
- Click Save.
About the fixed custom field settings
| Field name | This field... |
|---|---|
| Type | Determines the field's data format, either text, numbers, dates, or pre-defined drop-down options.
When you select a field type, the page will refresh to display additional options specific to that type. |
| Required | When selected, requires the user to complete the field before they can save the page, or section or a page, on which the field appears |
| Default Value | Specifies a value that will appear in the custom field by default. Users can change this value.
For date fields, this default can be set to $Today which will make the field default to the current date. For drop-down fields, you must define the drop-down options before you can select a default option. |
| Hidden | When selected, makes the field unavailable for editing by users, but available to be reported on |
For Text fields only...
| Field name | This field... |
|---|---|
| Maximum Length | Specifies the maximum number of characters users can enter into this field |
For Date fields only...
| Field name | This field... |
|---|---|
| From and To | Defines a range limit for dates that can be entered. Users will not be allowed to enter dates that fall outside of this range. |
For Drop-Down fields only...
| Field name | This field... |
|---|---|
| Options | Defines the options that the user can select from.
You can disable, but cannot delete, options that have been selected by users. |
For Number fields only...
| Field name | This field... |
|---|---|
| Minimum and Maximum Value | Defines the range of numbers that can be entered in the field. Users will not be allowed to enter numbers that fall outside of this range. |
| Decimal Places | Specifies the number of decimal places that will be saved for this field. If the user enters more decimal places than specified, Polaris will round the number entered to the number of places indicated in this field. |
FAQs
Why isn't the custom field I created displaying?
Check that you're looking on the correct page.
Can we make a custom field mandatory?
All fixed custom fields have a 'required' option, that makes completion of the field mandatory before the user can save the page or the section of the page where the field appears.
You can enable timesheet validation rules that make dynamic timesheet custom fields mandatory.
Can I set a custom field to become enabled or mandatory only if another field is completed?
No, there is currently no way to make the behavior of a custom field dependent on another field.
Why can't I delete one of the drop-down values from a custom field?
The value you are attempting to delete has probably been selected from this field by a user in the system. Drop-down values that are in use cannot be deleted. They can, however, be disabled.
Can we hide custom fields from users?
Yes, you can create hidden timesheet dynamic custom fields. This is useful if you need custom fields to store tracking identifiers used when integrating with other systems. To add a hidden field, create the field on the Administration > Timesheets > Timesheet Settings page.
The field will be hidden by default, and will only be viewable in timesheets if you add the field to a timesheet template. Values for these fields can be updated using the Replicon API. You can view and export hidden custom field values using the Time Entry Export default report.
Use the Projects page of the API to access the operations required to add values to timesheets and time off bookings.
Can custom fields on the timesheet be configured to display on the Comments tab?
No, the Comments tab can't display custom field values. However, you can use a report, such as the Timesheet Day report, to view tasks, activities, comments, and custom field information in a single table.
Are custom fields available in Replicon Mobile?
Yes, custom fields are available in the Replicon Mobile app.
Can we import custom field values into Polaris?
Yes, you can, using the import tool.
Can we access custom fields using the data connectors for Tableau or Power BI?
Only timesheet dynamic custom fields are available via the data connectors.
Related links
Polaris PSA setup checklist
About the user profile fields
Adding a project