Custom Fields - Tasks

Table of Contents

    Introduction

    Custom Fields for Tasks are available on Freedcamp Business and Enterprise plans.

    We set out to create something special. Adding custom fields one by one to each task was boring and frankly, it is already done by other solutions. We decided to concentrate on time-saving while maintaining flexibility and customization.

    Here are the highlights:

    • We introduced Custom Field Templates – no reason to add the same fields over and over to your tasks. Just create as many templates as you need for your use case and apply them to your existing or new project with a few clicks.
    • Custom Field Templates ensure consistency – 'Bug' template will always add those five extra fields – preventing users from adding only three.
    • Realized you need to add extra value in a drop-down used by 10 projects? We have you covered – simply edit the Custom Field Template in one place and it will apply it to all projects.
    • Running different types of tasks in one project – 'Upgrade', 'Cancellation', 'Downgrade'? We thought about it too – create 3 templates and add all three to your project. Simply select the 'Downgrade' template while creating a downgrade task and all fields will be applied.
    • Need to add a lot of extra fields? This case is also covered – add separators to your template to logically separate groups of custom fields for better clarity.
    • Dislike order custom fields are showing in tasks – simply go to Custom Fields templates and use drag and drop to rearrange them including separators.

    Freedcamp also offers Custom Fields – Projects available on the Enterprise plan.

    We support the following types of custom fields:

    • input (one line of text)
    • date
    • number
    • checkbox (true/false field)
    • drop-down list
    • text box (multi-line text)
    • separator (see below*)

    * - you can also add a special type of custom field called 'Separator'. The separator will be shown in the user interface as a text adjoined by a line allowing you to split multiple custom fields into groups.

    Custom Fields for Tasks are part of a Custom Field Template. Each template you create can be added to a project. Either one or multiple templates can be selected. When creating a task you can choose which template is associated with this task. If you've only selected one for the project it will be automatically selected.

    Custom Fields Permissions

    An account owner only can:

    • enable/disable the 'Custom Fields - Tasks' module
    • create, edit or delete Custom Field Templates for Tasks from My Account page.

    Project Group administrators can add or remove Custom Field Templates when a project is created or edited.

    Custom Fields can be applied to a task in a project by all users with permission to add or edit a task.

    All users who can edit a task can set and update values for a Custom Field Template in that task.

    How It Works

    The first step will be to enable the module:

    Now you can start creating your Custom Field Templates (2-3) from My Account page (1).

    (1) - give the template a descriptive name

    (2) - select type of field you want to add (please keep in mind that there is no order function now)

    (3) - if you want to change type after you clicked (2)

    (4) - type custom field title

    (5) - specify if it is required or not. Required means that value must be set to save a task at a time you add it.

    (6) - save 

    Editing (1) or adding (2) a drop-down field (3). As we mentioned above, we do not support the required/not required attribute yet. Add some replacement for it on top, as shown in (4). Use handlers (5) to reorder drop-down values. Tasks already using these values will still have set values even if you reorder your drop-down options order here.

    If you will try to delete drop-down option (8) which is used in one or multiple projects you will see a warning that Freedcamp will not remove this option until all tasks using this value will be edited and set to another option from this drop-down. It can be done via Tasks Board - select a drop-down custom field and the option you want to remove to see all tasks in all projects using it and edit them to use another value.

    Finally, save your changes (6) and if no more edits a template itself (7).

    When you add all fields - you have the last chance to edit or delete custom fields (1). Change the template name (2). When all done - save template (3).

    You can reorder custom fields inside a custom field template.

    You can see two Custom Field Templates created:

    Each of these has different values in the dropdown list with the label for it, clearly stating if customer upgrades or downgrades. 

    When you create a project now, you can apply (1) one or more custom field templates (2). You can also alter them, if needed (3) or even add a new one (4) without leaving the project creation wizard.

    You can also manage Custom Field Templates for a project from the Manage Projects page.

    (1) select a project

    (2) click 'Edit'

    (3) enable or disable Custom Fields

    (4) add or remove Custom Fields templates to a project 

    (5) Leads to the Custom Field Template page

    By editing a project (button 'edit'). When editing a project, supported actions are add/remove Custom Field Template to/from a project.

    Once you apply one or more Custom Field Templates to a project, you have an extra control allowing you to apply them to your tasks.

    Here is an example of a task with new Custom Fields applied and set:

    Here is an example of a task with new Custom Fields using a separator in a Custom Field Template:

    Applying templates to projects

    You can apply one or multiple Custom Field Templates to a project. When you applied more than one template and create a task in that project - you will have a selection of what template to apply each time you create a task.  This allows you to have tasks with no templates applied.

    If you apply a single template to a project you have an extra checkbox you can use to apply this template to each task by default or allow you to have task with no template applied. If used each new task will contain a drop-down list where you decide if you want to apply extra fields to a task.

    Here is our blog announcement to learn more.

    Links entered in input and text box fields

    When URL is used inside input or text box fields, it will be parsed and shown by Freedcamp as a clickable link. Internal Freedcamp links will be automatically converted to smart links:

    Using Custom Fields in Subtasks

    It’s important to note that Subtasks do not automatically inherit the custom fields of a parent task.

    You can apply a custom fields template and provide values to a subtask when you create it. To change custom field template (if more than one available in a project) or change custom field values simply edit a subtask. 

    Searching

    Checkbox, Dropdown, and Date custom fields are available inside the Task application search.

    You can also use Tasks search:

    For all Custom Fields types except Dropdown and Checkbox. Both Tasks and project search will now search through Custom Fields as well. For searching a date value in Custom Field, please use the following format YYYY-MM-DD (like '2017-07-25').

    XLS Export and Data Feed Links

    Custom Fields data are added to XLS export and Data Feed Links, if:

    1) it is export to XLS or a data feed link for a project (not a bunch of projects)

    2) custom fields are enabled for this project

    3) there is at least one Custom Field value saved for any of the tasks included in XLS export or a Data Feed Link.

    4) XLS import supports Custom Fields except for a bulk import to multiple projects

    Project Templates (duplicate a project)

    Custom Fields are supported when you copy a project with Project Templates.

    Backups

    Custom Fields data are included in Data Backups available on the Business and Enterprise plans.

    Release Notes

    Features not implemented yet:

    - notifications do not include changes made in the project's custom fields

    - no default values (like 'today' for a date)

    - no special validations ( like 'phone number' or 'date in the future') 

    We do not support Custom Fields yet in mobile applications, but working on adding it soon.

    Important to know

    • if you remove a field from Custom Fields Template - all saved values for this field in all tasks with this template in all projects will be removed;
       
    • if you remove Custom Fields Template - you will also remove all saved values in all tasks with this Custom Fields Template in all projects;
       
    • if you unlink Custom Fields Template from a project, you will delete all saved values in all tasks with this Custom Fields Template within this project*;
       
    • if you change Custom Fields Template for a task when editing it, you will delete all already entered values for previously used Custom Fields Template for this task*.

    * - you can't restore deleted or replaced values (you will need to set them again).

    We'll show confirmation in all cases except the last one. A warning will tell you how many data entry points you will be deleting, so you will never make a mistake deleting valuable data.

    Drop-down fields

    • The drop-down field does not have the required/not required attributes. You will need to specify a default value as the first entry like "Empty" or "N/A". When creating a task this first value will automatically be selected.
    • There is no way to remove a value from the dropdown when you edit the task, just the ability to set it to the first value which should be considered as default.
    • If you have only one template applied to a project and you did not enter any values when you created a task - a Custom Field Template will not be associated with a task*

    * - considering that drop-down can not have a blank value now - if you apply a custom field template having a dropdown, a custom field template will always be associated with a task at the time of its creation because the drop-down value will be set.  

    Using Custom Fields vs. Tags

    Tags and Custom Fields (available on Business/Enterprise plans) allow you to categorize and filter information in Freedcamp. In general, custom fields are best for extending tasks attributes for data collection, while tags are more informal. Depending on your workflow, you might find that your team uses them in different ways, but here some scenarios to help you decide:

    Use custom fields if you:

    • Want to add certain extra fields to tasks in a project
    • Have standard information you need to track on tasks across projects (Order Date - type 'date' & mandatory, Shipped - type 'checkbox', Special Notes - type 'text box')
    • Want to make sure your team fill out certain information for each task in a project
    • Need to filter or search by specific data fields - types 'date', 'checkbox' and 'drop-down list' are supported

    Use tags if you:

    • Do not want data collection but categorization
    • Want an easy way to pull items across projects tagged similarly
    • Want to give your team a flexible vs. mandatory option to classify data

    Feedback

    Please use https://freedcamp.uservoice.com to provide feedback.

    1. Search by 'Custom Fields' first to see if your request was already posted - comment and upvote it. If no results, please see point (2) below.

    2. Post a feature request by using module name as a prefix, for example, '[Custom Fields - Tasks] - add validations'. Such 'responsible' posting makes it much easier for Freedcamp and our customers to find, vote, comment and prioritize development.

    You are also welcome to email directly to help@freedcamp.com if you do not want to post on https://freedcamp.uservoice.com

    It does not matter what channel you select – we will treat your feedback will the greatest attention.