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How can I work with custom fields?
How can I work with custom fields?

What are custom fields? How to set up custom fields for tasks & projects? How to apply & edit custom fields? How to export by custom field?

Carmen Zimmermann avatar
Written by Carmen Zimmermann
Updated over a week ago

In this article you will learn:

1. What are custom fields?

Custom fields are the personalised parameters that can be added by the user in project settings of your organization. You can capture information that matters most to your organization by creating custom data fields aligned with your business processes, e.g., “Reference N°“, “Quarter”, or “Supplier”.

If you want to use predefined custom fields, you can customize your projects using Allex’s ready-made templates. Choose a template, skip manual setup, and get started instantly. Crafted for various project categories, these templates guarantee accuracy without any unnecessary complications. Streamline your workflow with Allex’s user-friendly templates and focus on what matters most — your project's success.

2. How to set up custom fields for tasks and projects

To set up custom fields for your project, follow these simple steps:

  • Click on your profile icon in the bottom left corner and press Manage organisations

  • Choose the organisation from the list and click Project settings

  • Here you can add custom fields for Projects and Tasks. If you want to add a new custom field, click on the plus icon (Add new field). Choose the option that fits your project needs; you can add one of these fields:

    • Add text field

    • Add selection

    • Add URL

Note: only users with admin rights can add custom fields

3. How to apply and edit custom fields to tasks and projects

To enhance project control and maximize the efficiency of custom field utilization, consider making some adjustments to your custom fields.

  • You can change the visibility of every added custom field in the list. Choose between Optional, Visible by default or Locked.

  • You can choose between 3 field types: Text, Link/URL or Single select. With Single select, you can define different options for the user to select from (e.g., Q1, Q2, Q3).

  • Type in the name for each option and press Enter

  • Choose a colour for each option by pressing Select colour.

4. Display custom fields in the project list or portfolio list

In order to display the custom field of choice:

  • Click on Portfolio in the left side menu and open the List view

  • Press the icon in the far right of the field bar that says Add field

  • Add the field you want to be displayed and press Enter

  • Open the project from the project list and find all the custom fields in Project details section

5. Sort task or project list by custom field

It can be very convenient to use sorting based on custom fields. To do that, you need to:

  • Click on Portfolio in the left bar menu

  • Press Sort by... in the top right corner of the Portfolio view

  • Choose the custom field you want to sort your projects with (e.g. Active project)

  • All the projects that have a value in your custom field will show up on top

6. How can I search for tasks/projects by certain custom fields

There is another way of showing all the projects/ tasks under a specific custom field: using the search option. In order to do this:

  • Go to Portfolio view

  • Click Add filter next to the Search bar

  • Scroll down to Project custom fields and choose the field that you need from the list

  • Choose the value and press Search

7. Export tasks and projects by certain custom fields

In order to export the list of tasks follow these steps:

  • Go to Search

  • Choose if you are searching for Tasks or Projects on the left from the search bar

  • Press Add filter

  • Scroll down to Project custom fields and choose the field that you need from the list

  • Choose the value and press Search

  • Click the three-dotted menu button and select Export to CSV

  • After clicking Quick export you will receive a link to download your CSV file via email

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