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Custom fields

Custom fields hold what WorkWing doesn’t have a box for already: an account number on a customer, a circuit ID on a job, a vehicle registration on a resource. You define a field once and it’s available to your forms, your list views, your exports and the API.

Go to Settings > Custom Fields. You need the Tenant Admin or Brand Administrator role.

Finding your way around

Section titled “Finding your way around”

The three buttons under the title switch between Customers, Jobs and Resources. Fields are listed under their section heading, each showing its label, its type, its description and its key.

A field you define is available across your whole organisation, not just one brand. That’s deliberate: resources work across brands, and a field that exists in one brand and not another makes reporting and exports inconsistent. Which fields actually appear on a form, and in what order, is decided per brand by entity layouts.

Adding a field

Section titled “Adding a field”

Pick Customers, Jobs or Resources, then click Add Field.

  1. Enter a Field Label. This is what people see on the form, such as “Water meter number”.
  2. Check the Field Key. WorkWing fills it in from the label. It’s the internal name the value is stored against, lowercase letters, numbers and underscores. Change it now if you want to, because it’s fixed once the field exists.
  3. Pick a Field Type (see below).
  4. Add a Description if it needs one. It shows as help text under the field.
  5. Set the options: Required Field makes people fill it in, Searchable includes it in search results, Filterable offers it as a filter.
  6. Fill in whatever the type asks for. A dropdown wants its options, a number wants its range and unit, a date wants its earliest and latest, a text field can take a minimum and maximum length or a pattern to match.
  7. Click Create Field.

Field types

Section titled “Field types”
Type What it captures Good for
Short Text One line of text Reference number, serial number
Long Text Several lines Notes, site instructions
Number A numeric value, with an optional unit Meter reading, quantity
Date A date, no time Installation date, expiry date
Date & Time A date and a time Appointment time
Yes/No A toggle “Is VIP”, “Verified”
Dropdown One choice from a list you set Category, contract type
Multi-Select Several choices from a list you set Tags, certifications
URL A web address Company website
Email An email address Secondary contact
Phone A phone number Alternative number
Scanner A QR or barcode scan, on the mobile app Asset tag, kit serial

A scanner field can be told which barcode types to accept, what pattern a valid code matches, and what hint to show the engineer while the camera is open.

Editing and deleting

Section titled “Editing and deleting”

Edit changes the label, the description, the required, searchable and filterable options, and the validation. The entity it belongs to, its key and its type are fixed once created, because values are already stored against them.

Delete takes the field off your forms. The values already recorded against it are kept rather than destroyed.

Fields for one kind of job

Section titled “Fields for one kind of job”

A field defined here appears on every job. When only one kind of work needs it, put it on that job type instead: an “Installation” job type asking for a circuit ID, a “Repair” one asking for a fault code. Those live in the job type’s own form. See The form builder.

Where the values show up

Section titled “Where the values show up”
  • On create and edit forms, grouped by section
  • As optional columns on list pages, switched on with the column control
  • In the details of a customer, job or resource
  • In exports and over the API, alongside the built-in fields

Over the API

Section titled “Over the API”

An integration holding the create:custom_field_definitions and update:custom_field_definitions permissions can define fields itself, so a partner system can create the fields it then fills in. The same rules apply as here: the entity, key and type are fixed once the field exists, and deactivating a field keeps its values. Placing the field on a form stays a job for the layout builder. The endpoints are in the API reference.

What’s next

Section titled “What’s next”