Multi-Space Custom Field Configuration
TL;DR
Multi-space custom field configuration lets you reuse the same custom field across multiple spaces, so you don’t need to create duplicates. It helps keep field data, names, and settings consistent, reduces clutter, and makes reporting cleaner. Available on Pinnacle plans and above, it lets account admins and eligible space admins add account-level or space-level custom fields to other spaces, depending on permissions. Admins can manage where fields are used from Space settings or Account settings, while some limits apply for locked spaces, archived spaces, deleted or deactivated fields, and special field types like formula or Link to Database fields.
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Availability: Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional, Legacy Business.; |
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Availability: Pinnacle, Apex. ; Unavailability: Free, Team, Business; |
Multi-space custom field configuration lets you use the same custom field in multiple spaces without creating duplicates. You can create a field once, add it to other spaces, and keep data consistent across your workspace.
This helps reduce duplicate fields, keeps reporting cleaner, and makes it easier for teams to use the right field.
With multi-space custom field configuration, you can:
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Reuse custom fields across spaces without creating copies.
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Keep field names, values, and settings consistent.
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Reduce clutter from duplicate fields.
Multi-space custom field configuration is available on Pinnacle plans and above.
If your account is downgraded and later upgraded again, all multi-space custom field configuration is restored in every space where it was previously added.
Account admins can enable permissions for reusing custom fields across spaces.
To update these permissions:
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Click your profile image in the sidebar 1.
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Select Settings 2 from the drop-down menu.
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Click User types 3 in the left-hand panel.
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Click Custom Fields 4 under the category section.
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Enable the permissions 5 you want to grant.
You can enable these permissions:
Add account custom fields to spaces
This permission lets users add an account-level custom field to any space they can manage.
Add space custom fields to other spaces
This permission lets users add a space-level custom field to another space.
To use this permission, the user must have management rights in:
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The source space
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The target space
Note
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By default, these permissions are enabled for Admins and Regular Users, and disabled for External Users.
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These permissions are separate from Manage account-level custom fields.
Account admins can:
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Create custom fields in Settings.
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View which space or account a field belongs to.
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View which spaces use a field.
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Add or remove any custom field from any space.
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Change field ownership between a space and the account level.
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Edit field settings from any location.
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Delete a field only from the space or account it belongs to.
Space admins can:
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Create custom fields in Space settings.
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Add account-level custom fields to spaces they manage.
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Add custom fields from other spaces they manage.
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View Belongs to and Added to for spaces they manage.
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View Added by for the current space.
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Add or remove custom fields from spaces they manage.
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Edit field settings.
Space admins can’t change ownership unless they also have the Manage account-level custom fields permission.
Space admins can manage custom fields from Space settings.
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Navigate to the relevant space in the sidebar 1.
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Click the gear icon below the space’s name or next to the space overview 2.
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Click the Custom fields tab.
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Click + Custom field.
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Select an existing custom field from another space you manage, or create a new one.
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Save your changes.
When you add the field, people in that space can use it in views and tools.
Note
You can reuse a space-level custom field only if you have management rights in both spaces.
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Open Space settings in the space where the custom field belongs.
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Click the Custom fields tab 1.
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Find the custom field you want to update.
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To add a custom field to another space, you have two options:
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Click the three-dot menu 2 next to the custom field name and select Edit management and access 3 from the drop-down menu.
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In the custom field management table, click the pencil icon 4 in the Added to column for the custom field you want to update. This opens a pop-up menu.
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In the pop-up:
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Open the Add to spaces tab 5, click + Add space 6, and select one or more spaces from the drop-down list.
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Then click Sharing settings 7, click + Add people or groups 8, select a user or user group, and choose an access role 9 from the caret menu.
Note
You can choose who can view and edit field values in spaces, items, and views they already have access to. People added here must also have the appropriate access role permission. Field values can still be updated through automation and request forms.
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Click Save 10.
After that, the custom field is available in the selected spaces.
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Open the custom field’s management and access dialog.
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Click the Add to spaces tab 1.
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Find the space you want to remove.
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Click the Remove icon 2 next to the space name.
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Click Save 3 to apply changes.
Note
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You can’t remove a custom field from the space it belongs to. That space shows a lock icon. You can move the custom field to account-level and then to another space if needed.
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Removing a custom field from a space doesn’t delete the field. Items that already have data in that field keep their existing values unless product behavior says otherwise.
Account admins can manage custom fields for the whole account from Settings.
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Click your profile image in the sidebar 1.
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Select Settings 2 from the drop-down menu.
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Click Custom fields 3 in the left-hand panel.
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Review the list of available custom fields 4.
From here, you can:
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See which fields belong to the account or a space.
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See where each field is used.
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Open a field and add it to more spaces.
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Remove a field from spaces.
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Change ownership, if allowed.
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Open Custom field management table at account-level.
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Select the account level or space-level custom field you want to update.
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To add a custom field to another space, you have two options:
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Click the three-dot menu 1 next to the custom field name and select Edit management and access 2 from the drop-down menu.
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In the custom field management table, click the pencil icon 3 in the Added to column for the custom field you want to update. This opens a pop-up menu.
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In the pop-up:
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Open the Add to spaces tab 4, click + Add space 5, and select one or more spaces from the drop-down list 6.
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Then click Sharing settings 7, click + Add people or groups 8, select a user or user group, and choose an access role 9 from the caret menu.
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Click Save 10.
Note
Only users with permission to manage account-level custom fields can manage this field. Anyone in the account can use it.
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You cannot add a custom field to another space if that custom field belongs to a locked space.
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You can add account-level or other reusable custom fields into a locked space if supported by permissions.
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You cannot add custom fields to an archived space.
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You can remove already added custom fields from an archived space.
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You can delete a custom field only from the location it belongs to.
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In recipient spaces, the Delete option is hidden.
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You can deactivate a custom field only from the location it belongs to.
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If you deactivate it in the host space, it’s removed from all spaces that use it.
If you edit a reused custom field from a recipient space, Wrike shows a warning because the changes affect every space that uses that field.
When you open the reuse dialog for a formula custom field, Wrike shows a notice that dependent custom fields must also be added to the target spaces for the formula to work correctly.
Link to Database custom fields
When you open the reuse dialog for a Link to Database custom field, Wrike shows a notice that users also need access to the database.