Editing Custom Fields

Once a Custom Field has been created, an FYI Admin will be able to make changes as required. 

This article also includes changes to update the values edited within the Custom Field settings, for example, drop-down fields to add new options. For more information on updating values for other Custom Field types, for example text fields, refer to the following articles: 

• Clients
• Jobs (including using Custom User Roles to assign jobs)
• Time and Disbursements (Elite plan only)
• Employees (Elite plan only)
• Invoices (Elite plan only)

Changing Custom Fields

When making changes to Custom Field Definitions:

• You cannot change the Type. 
  If a Custom Field has been set up with the incorrect Type it would need to be removed and added as a new Custom Field. You can include the Custom Field column in the Clients and Jobs list to check if it has already been used for a Client of Job.
   
• You can add or delete options for a Drop-down type Custom Field. 
  If you delete an option in a Drop-down type Custom Field, this will not remove it from any Clients or Jobs where it has already been selected, but users will be prevented from selecting it from the Custom Field drop-down for any others.

To update an existing Custom Field Definition:

1. Navigate to Practice Settings - General - Custom Fields to display the Custom Fields List.
    
2. Click on the relevant Custom Field to display the Custom Field drawer. 
   Note: For practices integrated with Xero Practice Manager, click the Open in PM button in the top-right corner to open the Custom Field in XPM.
   
3. Update the Name field if required.
    
4. Update the Applies to by either ticking or unticking where the Custom Field should be used.
   Note: unticking an option will delete any data already stored for the Custom Field, and cannot be restored.
    
5. If using Custom Field Grouping, select a new Group from the drop-down.
    
6. For Drop-down fields, click Add Option to add additional values.
    
7. Click Save to save the changes.
    
8. Changes made to the Custom Field definition will be displayed in the Activity section of the drawer.

Reordering Custom Fields

The display order of Custom Fields can be adjusted in the Custom Field drawer, available once the Custom Field has been created. This allows practices to reorder the Custom Fields to their preference.

Click on the Custom Field to display the Custom Field Drawer. The arrows are displayed in the top left corner.

Click the Up arrow to move the Custom Field higher, and the Down arrow to move it lower. 

To display the numerical order, add the Order column to the Custom Fields list in the same way as when adding columns to Documents, Jobs or Tasks Lists. Refer to Adding, Removing, and Moving Columns in Lists.

The updated order of Custom Fields will be displayed in:

• Clients - Summary and Custom Fields tabs.
• Jobs - Summary and Custom Fields tabs.
• Employees - Custom Fields.
• Setting a Custom Field, for example, when creating an Invoice, Time, or a Job.

Grouping Custom Fields

Custom Fields in the Clients, Jobs, and Employees Custom Field tabs can be grouped together to reduce the size of the list and allow users to easily find the required Custom Fields. For example, when grouping Custom Fields by Business Division.

Refer to Grouping Custom Fields.