Setting Up Item Custom Fields

Add fields for details like expiration dates or supplier lead times to every FieldPulse item — product or service — and set who sees each one.

Who uses this: Administrators create item custom fields — Company Settings is Administrator-only; Field Visibility by Role sets whether Managers, Service Agents, or both see a field. Availability: All regions.

An item custom field stores extra data on the items in your item list — the details a standard item record doesn’t hold, like an expiration date, storage conditions, or a supplier’s lead time. When that detail lives only in one person’s head, it is out of reach the moment they are off the job. An item custom field keeps it on the item record itself, where the roles you choose can see it.

Overview

An item custom field is a field you add to items in your item list to capture and display data the standard item record doesn’t hold. You create each field once in Company Settings, choose what kind of data it holds, and choose which roles can see it. You can also set the order your item custom fields appear in.

Item custom fields apply to all items in your item list regardless of type — Product - Inventory, Product - Non Inventory, or Service. They are available on the items in your item list only, so they do not appear on invoices, estimates, or material lists. On an item, they sit in the Custom Fields section of the item record.

Common uses for an item custom field include:

• Expiration Date

• Storage Conditions

• Supplier Lead Time

Each item custom field holds up to 250 characters.

Before you begin

• Decide who should see each field before you create it. Every item custom field carries Field Visibility by Role, so know whether the field is for Managers, Service Agents, or both.

• Confirm your item list is set up — see Setting Up Item List & Inventory.

• Know the difference between the two kinds of custom field. Item custom fields appear on every item in your item list, while Setting Up Inventory Item Custom Fields appear only on inventory items, in addition to your item custom fields.

Step-by-step setup

1. Go to Company Settings, select Estimates & Invoices, then the Item Custom Fields tab.

2. On the Custom Fields for Item Records page, select Create New.

   

3. In the Add Custom Field window, enter the Field Name.

4. Select the field type from the Type list — Free Text, Number, Date, Date & Time, or Drop-down. The Settings reference below covers what each type stores.

   

   

5. If you chose Drop-down, select + Add New Option under Field Options, name the option, and select the save icon beside it. Repeat for every option you want on the list.

   

   

6. Set Field Visibility by Role by checking Managers, Service Agent, or both.

   

7. Save the custom field.

Settings reference

An item custom field is one of five types:

Field type	What it stores
Free Text	Text you type in your own words, in no set format.
Number	A number or quantity for the item.
Date	A date, filled in from the calendar icon.
Date & Time	A date and a time. The time defaults to today at 8 am, and you can adjust it.
Drop-down	One option, chosen on the item record from the list you define under Field Options.

Field Visibility by Role controls who sees the field on an item record. Check Managers, Service Agent, or both.

Related articles

• Setting Up Inventory Item Custom Fields

• Setting Up Item List & Inventory

• Setting Up Custom Fields on Material Lists

• Setting Up Custom Fields on Purchase Orders

Your setup is working when a team member opens an item in your item list, expands Custom Fields, and finds the fields you created — in the order you set, and visible only to the roles you chose.