Custom Fields
Learn how to track anything and everything with Custom Fields
Custom fields in SmartTask help you capture additional data points that matter most to your team—whether it's work stage, client billing info, deal value or anything custom to your workflow. With these fields, teams gain clarity across tasks and projects, and leaders can report, filter, and automate with ease.
You can view and update custom fields directly within the task or as columns in your project list view.
Adding Custom Fields
You can add a custom field to your project in two easy ways:
From List View Click the + icon next to your column headers to add a new field.
From the Columns Dropdown Open the Columns Dropdown from the top right corner and type in the custom field name It would show + Add Field button or showcase an existing custom field by the same name.
If there is already a custom field by the same name it would prompt you to utilize the same
From there, you can:
Set a field title
Choose a field type (Number, Text, Select, Multi-Select, etc.)
Define options or validation rules
Add a description for context
Type of Fields available
Text
Text value
Number
Decimal Places, Currency, etc
Select
Drop-down items
Multi-Select
Multi-Option selection dropdown
Date
Date
Custom Id
Auto-incrementing Custom Ids
Formula
Utilize formulas to calculate values
Utilize Pre-defined Custom Fields
There are predefined columns that can be used to structure your project or task data without creating custom fields from scratch.
Click on +Column or Columns dropdown in the project view.
Choose from Library to select a predefined custom field
You can enable or disable the following predefined columns based on your project needs.
Utilizing Select Field as Project Stage
When you have a long term project, you may want to divide the project into multi-stages.
To achieve this create a Select Field with Stages as options
Once the Select Field is added to the project's list view. Utilize Group By option to Group the list by the Select Field option.
Removing Custom Field
You can either permanently remove a custom field from the organization or only remove the custom field from the project
1. Remove Fields from a Project
Removing a field only removes it from the current project, it does not delete the field entirely. Other projects in your Organization with the same field will retain it and the field could still be added to other projects in your Organization.
Retained values
Removing a field from your project does not delete your field’s values from your project’s tasks.
If your field is populated, the custom field and its value will still appear in the right pane of your task’s details.
If your field is empty, the custom field will also disappear from the right pane of your task’s details.
2. Permanently Deleting a Custom Field
You can delete the Custom Field from Organization Settings or from a Project view.
Deleting from Project View
From the project view, click on the Field Column, select Edit Field
This would open up Custom Field Edit dialog box.
At the bottom left you would find the delete option
Deleting from Organization Settings
Go to Organization Settings
In the Sidebar find Custom Fields
From here you can delete the Custom Field following the same step as above
Deleting a Custom Field would remove the Custom Field and its value from all the projects across the organization. Please double check before deleting a Custom Field
Permissions
Prevent a Custom Field property from getting edited
While creating a Custom Field, activate the following option
Only Admins can edit this property
Once this option is activated only Organization admins can modify this Custom Field's settings
Prevent team-members from editing Custom Field values
If you would want to prevent team-members from editing Custom Field values from within the Task or Contacts. Please activate the following option
Only Admins can edit this value in Tasks or Contacts
Who will receive custom field notifications?
Task or Contact followers would be notified when a field's value changes in the record.
Project members will only receive custom field notifications if they are following the task or contact where the field value has been changed.
Last updated