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, time off bookings, 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
Sometimes referred to as OEFs or object extension fields Unlimited in number The only format supported on configurable timesheets and schedules Most support file attachments Most can be made mandatory using validation rules	Number available depends on type Come in more varieties than dynamic fields. For example, Expense-type fields are available in this format only Have more configuration options, like the ability to define minimum and maximum entry values or lengths Include a 'required' option

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 and time off varieties of these fields are available in configurable timesheets and new time off 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 - time entry level(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 - time entry level(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 This field type does not support default values.	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 > Project Fields > Dynamic Custom Fields
Task	At the bottom of the add/edit bubble for each task	Administration > Projects > Project Settings > Task Fields > 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 This field type does not support file attachments or default values.	Administration > Schedules > Schedule Settings
User	On the main page of each user’s user profile. Drop-down fields are available as filters on the Payroll Workbench and Time Workbench.	Administration > Employees and Organization > User Settings

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

Or, you could allow users to attach the following to time off bookings:

• A sick note when submitting sick time
• A jury duty notice when booking off time for jury duty

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

Adding a dynamic custom field

To add a dynamic custom field:

1. Go to the setup location listed in the table above.
2. Click Add Field.
3. Select an existing field, or click Create Field Definition to create a dynamic field.
4. Give the field a name, description, and select its type (Dropdown, File / Web Address (URL), Number, or Text)

5. If you selected Dropdown, add the options in the Options field that displays, clicking Add between each dynamic drop-down option.
6. If you chose File / Web Address (URL), choose whether you want users to be able to upload a file, enter a URL, or both.
7. Set a default value(2), if desired, for timesheet (time entry or timesheet level), time off, punch, or project, or task custom fields.

8. Click Save.

Fixed custom fields

About the fixed custom fields

Adding a fixed custom field

To add a fixed custom field:

1. Find the custom field setup page for the type of field you want to create.
2. Find the Custom Fields table, and click a < Unused – Click to Add > link.

3. Give the custom field a name, and complete the settings fields. The fields available will update based on what data type you select.

4. Click Save.

About the fixed custom field settings

For Text fields only...

For Date fields only...

For Drop-Down fields only...

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, Replicon 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, 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.

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.

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 mobile app.

Can we import custom field values into Replicon?

Yes, you can, using either RIA or the in-app import tool.

Can we access custom fields using the data connectors for Tableau or Power BI?

Only timesheet and time off dynamic custom fields are available via the data connectors.

Can we download attached files using reports?

No. Only the file name will display in reports; you can't access the file itself.

Related links

Can I attach a file to a timesheet or time off booking?
Creating custom columns using formulas
Reports Field Matrix

 

(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.

(2) Note that default values specified for time entry, time off, punch, and project, and task dynamic custom fields are not applied to items created using Replicon's services. For example, if you add a new project via the services, and you'd set up a default for a project dynamic custom field, that default value will not be set for the field – you'll have to define the value yourself, if you want it applied.