Managing All Custom Fields in the Account
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Enterprise, Pinnacle. ; Unavailability: Free, Team; |
On Business accounts, the account owner and all account admins can manage custom fields from the Account Management section. On Enterprise accounts, by default, only account owners have access to management of all account custom fields, but they can give account admins the permission to do that.
You can manage all custom fields in the account from the Account Management section. There you'll see all custom fields, including the ones that aren't shared with you, and you'll be able to:
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Edit properties of any custom field.
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Add custom fields to folders, projects, or spaces.
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Remove custom fields from folders, projects, or spaces.
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Delete any custom field from the account.
Note
Account-wide custom field management panel doesn't display custom fields that belong to personal and locked spaces.
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Click your profile image 1 from the sidebar.
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Select Settings 2 from the dropdown menu.
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Select Custom fields 3 in the left panel under Account management section.
You'll see the table with all custom fields in the account.
Apart from the Title column that contains the names of custom fields, the custom field table also shows the columns with the following field attributes:
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Description: Explains what the custom field is used for.
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Type: Shows the type of the custom field.
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Applied to: This shows if the field that's added to a folder, project, or space is also visible on items within that location. The options include All (visible on tasks, projects, folders), Projects, folders (not visible on tasks), and Projects (only visible on projects).
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Filled total: This indicates the number of items such as tasks, projects, or folders where the custom field is currently filled in. This metric reflects only the current state and does not show historical data or the count of times it was filled over time. The data is refreshed once a week. Hover over the orange triangle icon next to the column's title to see when the last refresh happened.
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Last filled by: Shows who last updated a value in the field.
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Filled this month: Counts how many times the custom field value is edited in a month. This resets every month.
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Last filled date: This shows the most recent date when the field was filled in.
Note
If you see a Last filled date but Filled total shows zero, it means the field was used before, but isn't filled in any current items. This can happen if the field was cleared from all items, or if items using the field were deleted. The Filled total count decreases whenever a field is cleared or an item with a filled field is deleted.
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Author: The user who created the field.
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Created date: Field's creation date.
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Last edited by: The last user who edited the field's properties.
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Last edited date: The date when the last edit to the field's properties was made.
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Belongs to: Indicates whether the field belongs to a specific space or if it's an account-level custom field.
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Can see: Lists the users or groups who can view the field.
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Can edit: Lists the users or groups who can change the field’s values or settings.
You can hide or show columns in the table. To do that
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Click the gear 1 icon from the upper left corner of the table.
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Uncheck or check the relevant column’s boxes 2.
You can also sort the fields in the table by any attribute. To do that
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Click the title of any column and the sorting will change immediately.
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To reverse the order, click the column title one more time.
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Alternatively, click the dropdown in the upper-left corner and select the sorting.
Use search to find a specific custom field. The search works within all columns so that you can look for a field by the title, creator's name, date of creation, etc. To use the search, click the Quick search 1 area at the top and start typing in it.
Caution
Keep in mind that changes that you make will affect all users who have access to the custom field. Additionally, editing a custom field may interrupt the work of filters, request forms, and automation rules that use that field.
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Open the account-wide custom fields management.
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Click the row of the relevant custom field in the table.
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Edit the field's properties in the panel that opens on the right.
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Click Save.
Editing custom field properties doesn't affect the existing data in the field. Even if you change the field's type, the current field value stays the same until someone changes it.
You can easily copy all your custom fields from the Custom Fields management table, including fields created in all spaces and at the account level. This lets you quickly paste the information into tools like Excel or Google Sheets for reporting or analysis.
To copy all custom fields:
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Navigate to the account-wide custom field management table.
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Click Copy entire table in the upper-right corner of the table. The table is now copied to your clipboard.
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Open your preferred spreadsheet application, like Excel or Google Sheets.
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Paste the copied data into your spreadsheet.