Custom Field Groups – Knowledge Base

Intro

Custom Field Groups offer a straightforward and efficient way to organize your data by roles, users, departments, or other criteria. This feature allows you to streamline workflows, maintain clarity across projects and resources, and ensure seamless reporting. By grouping related custom fields together, you can enhance data entry and retrieval processes, making them more intuitive and efficient.

Video – everything you need to know about Custom Field Groups

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How to Create and Manage Custom Field Groups

Creating a Custom Field Group:

1. Navigate to Settings

2. Go to the Manage Extensions section and click either;

   • Resource Custom Fields

   • Project Custom Fields

3. Click on Create New Group

4. Name the group to reflect the information it will contain (e.g., “Employee Details,” “Project Information”, “Department Information”, etc…).

5. Add custom fields to the group by selecting from available field types (text, dropdown, checkbox, Date, Number, etc.)

Editing a Custom Field Group:

Change group name, update the choices, remove a custom field.

1. Go to Settings and then to Manage Extensions and click either;

   • Resource Custom Fields, or

   • Project Custom Fields.

2. Select your group from the drop down

3. Modify the group name, adjust field settings, or add/remove fields as needed.

   • Change the name of the group > click the Edit group name button.
   • Add new custom fields > drag and drop a field type to your group.
   • Remove custom fields> click the 3 dots on the field and select remove field.
4. Click Save / Save changes for updates to activate

How to assign Fields to Groups?

1. When creating a custom field, you will be prompted to select an existing Custom Field Group to assign the field.

2. Choose the group that best fits the field’s purpose.

3. You can also reassign and choose a new group from the dropdown menu.

How to assign a custom fields in the resource or project modal?

1. Open the resource or project modal and navigate to the custom fields tab.

2. Easily go to the custom field groups and complete the custom fields for the group.

3. Click Update for changes to take place

Move or copy custom fields from one group to another

1. Select group you will move/copy fields from.
2. Select the custom field, click the 3 dots to activate the drop down menu.
3. Click Move to or Copy to which opens a pop up.
4. On the left, select all custom fields you wish to move / copy.
5. On the right, select the custom field groups to be moved / copied to
6. Once ready, click the Move to new group button for changes to take place

How to assign a Custom Field Group to a project or resource?

1. Click Manage groups

2. Choose your group from Custom Field Groups

3. Tick the projects / resources to be added to the group.

   1. Scroll to locate the project / resource or groups
   2. Use the Filter box to search for the projects / resources to be included
   3. Apply the Show selected only button to filter projects / resources currently selected
   4. Tick the box to Automatically add this Custom Field Group to all newly created Projects

4. Once completed, switch to the next group, click X to navigate back to the previous step

How to Remove a Custom Field Group?

If you no longer need a Custom Field Group, you can delete it via Manage groups.

1. Navigate to the Resource or Project Custom Fields in Settings, and click Manage groups.

2. In the next step, select the group to be removed from the drop down of Custom Field Groups.

3. Click Remove Custom Field Group button, and the action will take place immediately.

   • Note that deleting a Custom Field Group will also remove all fields within that group, so be sure to back up any important data before deleting.

Report on Custom Field Groups?

By integrating these groups into your report filters and columns, you can streamline data retrieval and gain deeper insights quickly and efficiently.

Filter by Custom Field Groups:

1. Navigate to the Reports section.

2. Within the report, open the Filters menu and select the desired Custom Fields.

3. Choose specific fields within the group to narrow down the data displayed in your report.

Include Custom Field Groups in columns:

1. Customize the report layout by adding columns.

2. Go to Columns and filter by Column Type – Custom Fields

3. Add the fields from your grouped categories.

4. Rearrange the columns for better visibility and alignment with your reporting needs.

Read more?

Check out the blog post on everything Custom Field Groups. Watch the detailed video of everything Custom Field Groups.