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 Single-selection
Add Multi-selection
Add Date field
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 5 field types: Text, Link/URL, Single select, Multi-select, or Date. With Single and Multi-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
