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Custom Fields

Becky
  • Updated

⏱️ 4 minute read

Custom Fields are user-defined data fields that let you capture and track additional information by storing non-standard data not covered by the platform's default dimensions. Use Custom Fields to add key details to projects, phases, tasks, and time registrations and tailor Forecast to your organization’s unique reporting needs and workflows.

This article covers:

Overview of Custom Fields

Custom Fields are created by Admins and can be applied to Projects, Phases, Tasks, and Time Registrations. They typically represent project-specific data or capture custom attributes not included in Forecast's default dimensions. Custom Fields are available in Standard Reporting and Advanced Analytics, and can sync with external platforms via Forecast’s API.

Where You'll See Them

Once a custom field is added to an object, it will appear in the relevant places across Forecast:

  • Task: in the task modal

  • Project: under Project → Settings →  General

  • Phase: on the Scoping page

  • Time Entry: in My Timesheets

Custom Field Data Types:

  • Free Text
  • Dropdown
  • Integer
  • Decimal
  • Date

Custom Fields are similar to Labels in that both act as identifiers for your projects, phases, tasks, and time registrations.

  • However, unlike Labels, Custom Fields are not available in platform filters. 

Consider your reporting needs and workflows when deciding whether to use Custom Fields or Labels. Check out Understanding Labels for more information

Using Custom Fields

Custom Fields are visible throughout the platform. How you define a Custom Field determines how and where it appears within projects, phases, tasks, or time registrations.

Custom Fields for Projects

Custom fields for projects appear on the project’s General settings page. They are often read-only, holding data synced from external platforms via the API. 

  • Up to 20 custom project fields are available in Advanced Analytics. 

Examples of custom project fields:

  • Account Executive (from Salesforce or other CRM)
  • Project ID or URL (from JIRA or issue tracking systems)
  • Purchase Order (from an ERP or accounting platform)
  • Global Business Region (EMEA, APAC)

Track projects by business region: 

  • Create a dropdown field for PMs to select the appropriate region. 

Sync external data: 

  • Create a read-only field to populate the Account Executive from Salesforce via the API.

Custom Fields for Phases

Custom fields for phases appear on the phase header in Scoping. 

  • Not available in Advanced Analytics. 

Track phases by status:

  • Create a dropdown field with values like "In Planning", "Execution" or "Completed."

Custom Fields for Tasks

Custom task fields appear in the task modal and the standard Task Report’s Eye menu (show/hide).

  • Up to 10 custom task fields are available in Advanced Analytics.

Track tasks by type:

  • Create a dropdown field such as “Bug,” “Feature,” or “Internal.”

Custom Fields for Time Registrations

These appear in Timesheets (Day view) and the Time Registered Report’s Eye menu.

  • Not available in Advanced Analytics

Track time by task type:

  • Create a dropdown field for selection during time entry. 

Track campaign codes:

  • Create a free text field for users to manually enter campaign identifiers.

Creating a Custom Field

Custom Fields are created and managed by Admins. Custom Fields for Projects and Tasks can be used in Advanced Analytics and Read-only custom fields are typically used for API/integrations.

To create a custom field

  1. Click Admin in the navigation bar.
  2. Select Custom Fields from the dropdown.
  3. Click Create Custom Field.
  4. Complete the New Custom Field form.
    1. Applies to: Select Project, Phase, Task or Time Entry.
    2. Display Name: The filed name users will see in the platform.
      This name can be updated later on.
    3. Key: A unique identifier used for API access and integrations
       This field is not visible within the platform and cannot be changed after creation.
    4. Type:
      • Free Text: Accepts any alphanumeric string. Spaces can be included.
      • Dropdown: Each option you create in the pre-defined list accepts any alphanumeric string.
      • Integer: Accepts whole number values only. Ideal for quantities, counts, or any field where decimals don't make sense. Invalid entries are rejected before saving.
      • Decimal: Accepts numeric values with decimal points, such as rates or financial figures, formatted based on the user's locale. Invalid entries are rejected before saving.
      • Date: Accepts valid date values, formatted based on the user's locale. Invalid entries are rejected before saving.
    5. Advanced Analytics Reference: For Projects and Tasks. Select a value to make the field available in Advanced Analytics.
    6. Read-only: To populate the field from external systems via the API.
  5. Click Create Custom Field. 
Note: The Data Type and Key cannot be changed once the custom field is created.
Dropdown Custom Fields.gif

Custom Fields and Advanced Analytics

Custom Fields for Projects and Tasks are available in Advanced Analytics. 

  • Up to 20 custom project fields
  • Up to 10 custom task fields

To include a custom field in Advanced Analytics you must set the Advanced Analytics Reference when creating the field (see step 4.5 above). 

Note: Currently, integer and decimal fields sync to Advanced Analytics as dimensions rather than measures, meaning they cannot be used in custom formulas. We plan to roll out this capability next quarter.

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