Store custom information for Tasks
Steps to create an Task-based Custom Field
Related Help Guide Pages
Custom Fields
Learn how to store custom information for Tasks
Sometimes, the standard fields in accessplanit might not cover all the details you want to record about your Tasks. You might need to track extra context, progress notes, or specific data relevant to your team’s processes.
This guide will show you how to create Task-based Custom Fields in your Platform. These Custom Fields allow you to store exactly the information you need, helping you tailor your Tasks to fit your unique workflows and keep everything organised in one place.
For example you can create Task based Custom fields such as:
Estimated Duration (hrs)
Used to provide an idea for how long the Task would take to completeCompletion Date
Used to record the date the Task was completed on (vs the due date)Dependencies / Waiting For
Used to outline what activity or tasks need to be completed before this TaskTask Cost
Used to record budget or cost elements for the Task’s completion
This page will walk you through the steps to create a Custom Field for your Tasks to store additional information about your customers.
Create a Custom Field
Follow these steps to create a new Custom Field for your Tasks
Open the Tasks DataGrid from your Main Navigation Menu on the left
This will open the Tasks DataGrid
Select any existing Task & select the ‘Quick Edit’ option from the right-hand side of the DataGrid
This will open the ‘Quick Edit’ pop-up box, this is where your new Custom Field will appear.
Top Tip!
You can right-click on the Task within the DataGrid, select ‘Edit’ from the Context Menu and view where the Custom Field will sit within the Note form
You can choose from the following sections:
Details
Subject
Links
Assigned To
Schedule
Status
Description
Reminder
Open the ‘Administration’ menu from the Profile options at the top-right of your platform
This will open the Administration Menu
Open the ‘Custom Fields’ menu option to access the page where you can create & manage your platform’s Custom Fields
Click the ‘Add Custom Field’ button at the top of the DataGrid
This will open the ‘Add Custom Field’ pop-up box
Add a name for your Custom Field
Please Note!
If you are adding a number at the beginning of your Custom Field name, please ensure the number is in word format and not number format. For example, ‘Five’ instead of '5'.
This is because numbers can affect the Audit Logs if you choose to have this enabled
Optional - Add a description for your Custom Field
Choose your Custom Field Type using the drop-down menu
Text - Use this type for Custom Fields that will store words or sentences; for example, labels, descriptions, or general notes.
Number - Use this type for Custom Fields that will only store numbers, for example, quantities or scores.
Date - Use this type to add a calendar-style field that will store a date, for example, due dates or birthdates.
Checkbox - Use this type for Custom Fields which will be a simple checkbox; it’s ideal for yes/no questions or marking something as done.
Drop Down List - Use this type for Custom Fields where you’d like people to choose from the list of options in a drop-down menu. When you select this type, a new box will appear so you can add the choices you want to include.
Select ‘Task’ from the drop-down menu for the ‘Module’
This tells your platform which area to store your Custom Field in
Now choose which ‘Page’ and ‘Section’ the Custom Field will be visible on
If you would like this Custom Field to be available to include in the content of Emails sent from your platform, check the ‘Include in Text Templates’ option
Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.
If you would like this Custom Field to be available to use as a rule in your Workflows, check the ‘Include in Workflows’ option
Please note: Once the Custom Field is created, you won’t be able to check this option later, so if you’re not sure, it’s best to check it now just in case.
If you would like this Custom Field to be audited, check the ‘Include in Audit Logs’ option
Click the ‘Save & Close’ button to create your Custom Field
Return to the Task DataGrid and add the new Custom Field column to your DataGrid
Once you have added the Column to the Tasks DataGrid, you can then use the ‘Quick Edit’ button to enter information into your new Custom Field. Alternatively, you can Bulk Edit the information into your Custom Field from the Tasks DataGrid
Top tip!
You can now add this Custom Field as a column in your Tasks DataGrid to view and manage it alongside your other Task information. Read more about managing your DataGrid columns.
FAQs
Can I change which page/section the Custom Field is displayed in later?
Can I see who makes changes to my Custom Field?
Can I search using my Custom Fields in my DataGrid's?
Can I delete Custom Fields?
Once a drop-down box Custom Field has been Created, is it possible for us to change the options included?
Can a Custom Field be renamed?