Adding Custom Employee Fields

How to add custom fields to Employee Pages in order to store specific information or data on Employee Profile Pages

CJ Teeter avatar
Written by CJ Teeter
Updated this week

Employee Pages are flexible and can be configured to store information and data that is relevant to your firm. You must be a system Admin to configure custom fields.

For example, if you want to edit any of the fields that appear on the Fields page for an Employee, or create new ones, you can do this within the settings menu.

Note: if you synchronise your employee information with a system like Deltek, you should consult with our Support Team before editing your custom fields.

Creating a Custom Employee Field

You can configure your Custom Fields through the Fields Manager. If you have the necessary permissions, you can access this by clicking the settings cog and then 'Fields Manager'.

The following page lists out all fields in your system. You can view your Employee fields by selecting the Employee tab.

To create a custom field select the 'New Field' button.

In the following menu, you are required to enter a name for the field, and enter an optional description. The field Type allows you to define what type of information the field will contain. You can pick from the following options:

  • Single line - this allows users to enter one line of information into a text field. Eg. ‘Marketing Project Name’

  • Auto-complete - a text field that will save every new entry and will auto-complete as users type. Eg. 'Office Location'.

  • Fixed Auto-complete - a text field that will auto-complete from a predefined set of options. Eg. 'Client'. Note: you can switch between these field types so you could initially use Auto-complete as you enter information for the first time, then switch to Fixed Auto-complete to prevent new items being added.

  • Drop down menu - users select predefined options from a picklist. Eg. 'Project Status'.

  • Grid field - stores data in a grid interface. For more information, check out this demo video or refer to this article on configuring fields.

  • Multi line - a text field for longer entries of text. Eg. ‘Project Description’.

  • Date - this field allows users to select a date from a calendar window. Eg. ‘Completion date'.

  • On/Off Switch - this field is a binary switch. Eg. ‘Ongoing/Completed’

When you have entered the information, select 'Add'.

Edit an Existing Field

There are three options that you can toggle on or off from the main Fields Manager menu.

  • Searchable - whether users will be able to search for data stored in this field from the search bar at the top of the page.

  • Visible - whether this field will be visible to users on the respective page for this field type. For example, File fields are visible on the File Info page. Invisible fields may include sensitive or confidential data that you still want stored in OpenAsset.

  • Enabled - disabling a field removes it entirely from your system. This may be useful for fields that are no longer in use in your system. It can be restored by selecting 'Show Disabled' fields and toggling the field to enabled.

You can edit the display order of fields by dragging to reorder them.

There are some additional options you can edit by selecting the pencil icon:

  • Description - this appears next to the field and can be used to help your users to input the right information.

  • Type - this is the field type as defined on the Fields Manager page.

  • Required - this will make the field mandatory to complete.

When you have finished, select 'Apply & Close'.

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