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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, time off bookings, expense sheets, and shift schedules, and when creating punches.
For example, you could create a custom field to record:
Custom data can be viewed and exported using reports.
There are two broad categories of custom fields – dynamic custom fields and fixed custom fields.
Dynamic custom fields |
Fixed custom fields |
---|---|
|
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They may also appear and be configured in different locations. See the sections below for information on each.
Note the following about 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 |
Time off (1) |
In time off booking dialogs These are applied per time off type, unlike the fixed time off custom fields, which apply to all time off types by default |
Administration > Time Off > Time Off Types > Time Off Type > Additional 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 |
Punch |
Choose to have the field appear when users clock in, clock out, start break, or transfer |
Administration > Punch Time Entry > Punch Entry Policies > Extra Fields Drop-down fields cannot be set up from here; Use one of the other locations to set these up. |
Schedule |
In the add/edit bubble on schedules |
Administration > Schedules > Schedule Settings |
(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.
Some types of dynamic cus tom fields support file attachments – the exceptions are noted in the table above. 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:
Or, you could allow users to attach the following to time off bookings:
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
No. Only the file name will display in reports; you can't access the file itself.
To add a dynamic custom field:
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 Payroll Workbench and 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 |
Department |
12 |
On the Add/Edit Department page |
Administration > Employees and Organization > Department Settings |
Employee Type |
20 |
On the Add/Edit Employee Type page |
Administration > Employees and Organization > Employee Type Settings |
Timesheet Only available with the Standard and In/Out timesheet formats. |
5 |
Under the total hours row at the bottom of timesheets |
Administration > Timesheets > Timesheet Settings |
Timesheet Entry Level Only available with the Standard and In/Out timesheet formats. |
5 |
To the right or left of day columns in Standard timesheets, if the For each row option is selected for the field. In comments bubbles in Standard timesheets, or in each entry row in In/Out timesheets, if the For each entry option is selected for the field. |
Administration > Timesheets > Timesheet 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 |
Time off |
5 |
In time off booking dialogs These apply to all time off types. Ensure the fields are enabled in users' time off templates. |
Administration > Time Off > Time Off Settings |
To add a fixed custom field:
Field name |
This field... |
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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 |
Field name |
This field... |
---|---|
Maximum Length |
Specifies the maximum number of characters users can enter into this field |
Field name |
This field... |
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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. |
Field name |
This field... |
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Options |
Defines the options that the user can select from.
You can disable, but cannot delete, options that have been selected by users. |
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, Replicon will round the number entered to the number of places indicated in this field. |
Check that you're looking on the correct page.
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, punch, and time off validation rules that make dynamic timesheet, punch, and time off custom fields mandatory. Note that for the timesheet and punch rules, you'll need to specify which fields should be validated.
No, there is currently no way to make the behavior of a custom field dependent on another 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.
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 using one of these pages:
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.
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.
Yes, custom fields are available in the mobile app.
Yes, you can, using either RIA or the in-app import tool.
Only timesheet and time off dynamic custom fields are available via the data connectors.