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
  • Notes about 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

  • Unlimited in number
  • The only format supported on configurable timesheets and schedules
  • Most support file attachments

 

  • 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 default values, or minimum and maximum entry values or lengths

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
  • 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

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

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

As a table in timesheets, with a column representing each day

Administration > Timesheets > Timesheet Templates > Add a UI Component > Daily Fields

Timesheet Fields

Fields below or above timesheets

Administration > Timesheets > Timesheet Templates > Add a UI Component > Timesheet Fields

Time off

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)

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

Currently, these can only be set up using web services.

Contact Replicon Support if you need a Schedule custom field configured.

About file attachment fields 

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:

  • 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

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:

  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 (DropdownFile / Web Address (URL)Number, or Text)

  1. If you selected Dropdown, add the options in the Options field that displays, clicking Add between each dynamic drop-down option.
  2. If you chose File / Web Address (URL), choose whether you want users to be able to upload a file, enter a URL, or both.
  3. 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

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

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.

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

  1. 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 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.

  • To add an option, enter the value of the option in the Options field, and then click Add.

  • To edit an option, click the option, enter the new value in the Options field, and then click Update.

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, 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 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 dependant 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 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.