Custom fields give contacts, deals, and tasks a consistent place for information your team needs, such as a renewal date or service category. Prefer a field for information you will filter or compare; use notes for a longer explanation.
Create a field#
- Open Settings, then Objects, and choose the relevant object. Contacts, Deals, and Tasks have fields; Fulfillment does not. Objects are fixed: you can’t add your own objects or rename Contacts, Deals, Tasks, or Fulfillments.
- In Fields, choose New field. Field configuration requires an owner or admin.
- Select a type, give the field a clear Name, and optionally add a Description. The icon beside the name starts as the type’s icon; click it to search for another.
- Configure any choices or date options, then choose Create field. Use the page’s View settings to show the field in its table or deal cards.
Anyone with Full access to an object can also create a field from its page: View settings → Add field to view on Contacts, Deals, or Tasks, or Add column → Create new custom field on Contacts. A field created there is added to your view as soon as you save it. See Workspace & members for object permissions.
Reordering fields in Settings changes their order on records; choosing visible columns is a separate display decision. On a contact or deal, custom fields sit behind View all fields under Record details.
Pick a supported type#
The Field type menu offers Single line text, Long text, URL, Number, Single select, Multiple select, Person, Date, Attachment, and Button. Under “Filled in for you” are Lookup, Created time, Last modified time, Created by, and Last modified by.
Select options need nonempty, distinct names of up to 60 characters. Use Add option for another choice, click an option’s color dot to recolor it, and drag options to reorder them. Date, Created time, and Last modified time have an Include time switch. Created and modified metadata fields are filled in for you, rather than manually edited.
There are 50 fields per object, including built-in fields; the count beside New field shows how many are in use. At 50, New field is unavailable (“This object already has the maximum of 50 fields.”) and Duplicate is refused with a message that the object already carries the maximum of 50 fields; delete a field to make room. Names are limited to 200 characters and descriptions to 400, and each name must be unique on its object, ignoring capitalization. Built-in field identities are protected: their name, type, icon, and description can’t be changed. Although Button is offered with a Button label (up to 30 characters, default Run), clicking a button field does not run an action.
Number accepts whole numbers, decimals, and negative values; it has no format, decimal-places, or currency setting. A Person field holds one workspace member per record. Fields can’t be given a default value or forced to be unique, and every custom field starts empty on each record. A deal stage can require deal fields, though: on the Deals board, click the stage name at the top of its column and choose Required fields; moving or creating a deal into that stage in the app then asks for any that are empty (see Deals).
An Attachment field holds files on a contact or deal. It is offered on Tasks too, but a task’s Attachment field can’t hold files; uploading works only on contacts and deals. Open it (it reads Add files… while empty) and choose Upload; select a file name to download it, or the delete icon and confirm Delete file to remove it for everyone (this can’t be undone). It takes the same file types and 25 MB-per-file limit as a contact’s Files tab, and uploading or deleting needs write access to that object.
Use lookups instead of copying#
A Lookup displays a field through an existing contact–deal relationship. Choose Relationship, then Source field. On a contact, it shows values from every linked deal; on a deal, it shows the linked contact’s value.
Click a lookup value to edit it: the change saves to the source field on the linked record, using that field’s usual control, and a Saves to footer names the record. Changing a deal’s stage through a contact lookup (such as Deal stage) asks for that stage’s required fields first, like any other stage move. With several linked deals, a panel lists each deal’s value; edits save to each deal separately. You need write access to the linked record’s object. Lookups of a name, a linked record, an attachment, or a field Ariyel fills in for you stay read-only, as do lookups on board cards. Lookups are not available for Tasks, and another lookup, a button, or Lead strength cannot be the source. If the relationship or source field is later removed, records show Lookup unavailable; open it to see This lookup’s relationship or source field is unavailable. Edit the field setup. Settings shows Lookup source unavailable · Check configuration; edit the lookup to choose a new source, or delete it. Create a new lookup rather than converting an existing ordinary field into one.
Change or remove fields carefully#
Each field’s actions menu in Settings offers Edit, Duplicate, and Delete. A duplicate is a new field named “… copy” (then “… copy 2” and so on) with the same type, icon, description, and options, but no values; a copy of a built-in type that isn’t offered, such as Email or Value, becomes Single line text.
A field’s type is locked while records contain values or dependent lookups use it; lookup types themselves remain locked. Remove dependent lookups before deleting their source field. Saved or default filters using a lookup must be removed before changing its source or deleting it.
On your own select fields, renamed options take effect when you choose Save field. Deleting an option that is already saved is different: it happens as soon as you confirm, even if you then cancel the field dialog. It opens Delete “option”? with how many records have it. If any do, choose another option under Move contacts to (or Move deals to / Move tasks to) and confirm with Move and delete, or choose Leave empty and confirm with Delete option; if none do, just confirm with Delete option. Saved filters using that option need a replacement.
Built-in fields can’t be deleted, but you can reorder or duplicate them and hide most of them from a view. Most can’t be edited either; contact Status and deal Tag offer Edit options, and deal Stage offers Edit stages. Renaming a Status or Tag option updates every record that uses it as soon as you leave the box. Removing one moves its records to another option, so at least one must remain. A new workspace’s contact Status options are Lead, Qualified, Customer, Partner, Churned, and Cold.
Deleting an ordinary field permanently erases its stored values: the confirmation shows how many records hold a value, and you confirm with Delete field. Deleting a deal field also removes it from every stage’s Required fields. Deleting a lookup removes the display field, not the values on the source records. Hiding a field in View settings is the safer choice when you only want less clutter.