This article covers creating custom fields and option lists. A custom field holds one piece of information on a job. An option list holds the options for a Dropdown/Radio, Grouped Dropdown or Creatable Selector field, so it’s easiest to create the list first. You can also create one while setting up a field.
Before creating a field, check whether one with the same meaning already exists. Reusing it keeps reporting and filtering consistent. A matching label alone doesn't mean it's the same field.
Create an option list
An option list is a reusable set of options, such as Pass, Needs attention, Fail. Create one list per business concept and give it a clear name.
- Open Option Lists and select New.
- Enter a Name and, if you like, a description.
- Select Add option to add one at a time, or Bulk add to paste one option per line.
- Use the move-up and move-down controls to set the order. Remove an option with the trash control.
- Select Save.
Keep these rules in mind:
- A list needs at least one option, and each option must be unique. Capitalization doesn’t count, so High and high are duplicates.
- Bulk add trims extra spaces and skips blank lines, but doesn’t remove duplicates, so check the list before you save.
- When you bulk edit an existing list, include every option you want to keep. The pasted text replaces all current options.
- Option list names must be unique within the hub, including archived lists.
You can also create a list while setting up a field. Select Create Option List, fill it in, then select Save and add. The new list is shared across the hub, so other fields can use it too.
Editing a shared list changes its options everywhere it's used. The editor shows which activities and fieldsets use the list and warns you before you save. If only one workflow needs different options, use a different list or an activity override (see Build fieldsets and attach them to activities).
Create a field
- Open Fields and select New.
- Select the field Type.
- In General, enter a Label and review the generated Key. Add a description to help users answer.
- Choose the field's settings, such as Required or Default value. The settings you see depend on the type you selected (see Field settings below). For a Dropdown/Radio, Grouped Dropdown or Creatable Selector field, add its option lists here.
- Select Save.
The label is the name users see. The key is how the system identifies the field.
Get the key and type right before you save. Neither can be changed afterward. If you need a different type, create a new field.
Keys must be unique within the hub, including archived fields. Markdown display fields don't need a label.
Choose a field type
Pick the simplest type that matches the answer you need.
| You need | Field types |
|---|---|
| Written answers | Single Line Text, Multi Line Text |
| Predefined answers | Dropdown/Radio, Grouped Dropdown, Yes/No |
| Select an existing record | Choose a User, Company, Location or Business Unit |
| Select or create an answer | Creatable Selector |
| Numbers | Number, with decimal or whole-number input |
| Several values in one field | Number List, Integer List, Text List, User List, Business Unit List, Location List, Company List |
| Dates | Date, with date only or date and time |
| Coordinates | Lat/Long Selector |
| Instructions, not an answer | Heading, Markdown |
| Related questions kept together | Field Group, or Field Group List for repeating groups |
Field settings
The settings you see depend on the field type. Settings on the field are its defaults. A fieldset can change most of them for that fieldset only (see Build fieldsets and attach them to activities). The label always stays the same everywhere the field is used.
| Setting | What it does | When to use it |
|---|---|---|
| Required | Users must answer before saving | The job can't go ahead without this information |
| Default value | Fills in a starting answer | Most jobs have the same answer. Not available for every field type. |
| Clear value on clone | Empties the answer when a job is cloned | The answer is specific to one job, such as a meter reading or site conditions |
| Remember user's previous response | Pre-fills the user's last answer | Users enter the same answer often. Not available for list types. |
| Sortable | Lets users sort the Jobs list by this field | Short, structured answers people sort by, such as dropdowns or numbers. Set it in Fields; it applies everywhere the field is used. |
Some types have their own settings:
- Number: minimum and maximum values.
- List types: minimum and maximum number of items.
- Yes/No: show as a checkbox or radio buttons.
- Dropdown/Radio: show as a dropdown or radio buttons, with options from one or more option lists. When you combine lists, arrange them in the order the options should appear.
- Grouped Dropdown: options organized into named groups, each supplied by an option list.
- Field Group List: an Item name for each repeated entry.
Headings and Markdown fields only display information, so they don't collect answers or use these settings.
Sorting the Jobs list: to let users sort jobs by a field, turn on Sortable in the field's General settings and save. The field appears in the Jobs list's Sort by menu once an active activity uses it. Sortable works for text, number, Yes/No, date, Dropdown/Radio, Grouped Dropdown, Creatable Selector and Lat/Long fields.
Related articles
- Custom fields overview: the building blocks and how setup works.
- Build fieldsets and attach them to activities: nesting, conditions, fieldset and activity overrides, and troubleshooting.
Have questions? Contact us at support@ironsight.app and we’ll help you out.