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Custom Fields Overview

Overview

Custom fields give you the ability to add additional value fields to projects, tasks, and members. Use them to keep better track of client or project codes, contact information, employee IDs, target ROIs, or any other relevant data that might get lost in an email chain. They can also help you adapt Mavenlink to your business processes and workflows.

You can create Custom Fields at the Project, Task, User, and Project Group level. They are searchable from your Project List and can be used to sync Mavenlink with other third-party applications like Slack, QuickBooks, and Jira.

How Custom Fields are Arranged

Custom Fields are arranged into predefined sets that correspond to Project, Task, User, and Project Group in Mavenlink. They act as repositories for your custom fields. custom-fields-initial-setup.png

  • Project Sets—Use to add information, such as a project number, target ROI, or client code, to a Project. You can view and edit the information from the Project Pulse side panel. They are searchable in the Projects List and can be made available in project Estimates.
  • Task Sets—Use to add information to Tasks, such as work location or a category code. You can view and edit the information from the Task Details side panel, and search them from Tasks, or within a Project’s Task Tracker.
  • User Sets—Use to add information about members, such as an employee ID, employee location, former name, or whether they are full(-) or part-time. You can view and edit the information in the User Details side panel as well as the Account Members Details side panel. These fields can be made available to the Resource Request side panel to help better match resource supply with demand.
  • Project Group Sets—Use to add information to Project Groups, such as a project owner, the date the group was created, or any other relevant information. You can view and edit the information from the Groups tab within a Project.


Field Types You can Add to Sets

custom-fields-types-of-fields.png

  • Text—Creates an open text field that you can use to enter information such as email addresses, statuses, alphanumeric codes, and other text-based information. See the INFO box for details on the Unique Value Required checkbox.
  • Date—Creates a date picker, which can be useful to keep track of internal deadlines.
  • Currency—Creates an open currency field; use it to include things like a target ROI, or the maximum budget for a project.
  • Number—Creates an open numerical field. It is useful for things like internal client or project codes. 
  • Choice—Creates a drop-down menu from which to make selections. This is useful if you need to select a location, update project status completion, or if you need to specify whether an employee is full-time, part-time, or a contractor.

INFO

The Unique Value Required box is available for the Text and Number field types. It tells Mavenlink that any value entered for that field must be unique. For example, if you create a Text field for project number, check the box, and enter an alphanumeric code in that field on a project, you won't be able to reuse that alphanumeric code in that field in another project. We recommend that you include the word unique in the name so you can know at a glance.


Who Can See Custom Fields?

Custom Fields are viewable only if the field's Read Permissions are equal to (or greater than) the member's Account-level permission. For example, a Text field with Read Permissions set to Reports Viewer can be viewed by members with Reports Viewer access up to Account Administrator.

Read and Write Permissions are managed by Account Administrators.

 

Creating Custom Fields

Step-by-Step

  1. Go to Settings > Custom Fields. settings-custom-fields.png
  2. Click the Add Custom Field Set button.  custom-fields-add-custom-field-set.png
  3. Select either a Project, Task, User, or Project Group for your set, give it a clear, meaningful name, and click Addcustom-fields-create-set.png
  4. The name of the set appears under the selected type. If you need to change the name of a set once you've created it, select the pen icon (" ") and change the name accordingly. To remove a set, click the trash icon ("
    ").custom-fields-created-sets-2.png   
  5. To add custom fields to the set, click its name.
  6. Then click the Add Custom Field button. custom-fields-add-custom-field-button.png
  7. Select the field type, give it a clear, meaningful name, set the appropriate Read and Write permissions, and click Add. Do this for all the fields you want to add to the set. custom-fields-create-fields.png   

Remember that if you are adding custom fields to Project Sets, you can make them available in project Estimates.custom-fields-project-custom-fields-estimates.png

If you’re creating User Custom Fields you can make these fields available for Resources by checking the box.custom-fields-user-set-resource-box-checked.png

Note: When the Available to Resources box is checked, User Custom Fields do not follow standard User Custom Field read/write permissions but are instead dependent on the Edit Resources section of Resource Management Access set in Access Groups that control how resources are managed in Master Planning. In other words, if a member has the ability to view and/or edit the resource, they can view/edit information for the custom fields.

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