Introduction
Custom Fields in GUIDEcx 2.0 have been completely enhanced to provide greater flexibility, stronger data validation, and deeper functionality across reporting, integrations, and automation workflows.
With Custom Fields, teams can store important project or task-specific information, standardize data collection, personalize customer experiences, and improve reporting accuracy.
Whether you need to capture implementation details, customer contacts, internal notes, or system identifiers, Custom Fields help your team organize and operationalize information across GUIDEcx.
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The updated Custom Fields experience now supports:
Project and Task level custom fields
Validation rules and required fields
Single-select dropdown options
Reporting segmentation
Recipe Builder automation support
API enhancements
Customer visibility controls
Custom columns in the Projects table
User Access by Role
Admins and Managers can create, edit, and populate custom fields
Guides can populate custom fields on the project and task level.
Task Owners can populate task custom fields and view project custom fields. They cannot populate project custom fields.
Contributors can view project and task custom fields. They cannot populate project or task custom fields.
Customers can view project and task custom fields. They cannot populate project or task custom fields.
Why Use Custom Fields?
Custom Fields allow teams to capture information that may not fit into standard GUIDEcx fields.
Common use cases include:
Tracking customer-specific implementation details
Storing external system IDs or URLs
Capturing points of contact
Creating standardized reporting segments
Personalizing automated communications
Simplifying navigation with custom links or shortcuts
As of 2024, Custom Fields can now be used at both the project and task level, providing even more granular visibility and control.
How to Create a Custom Field
To create a new Custom Field, an Admin or Manager must:
Click the three-dot menu in the top-left corner of GUIDEcx
Select Custom Fields
Click + Add Custom Field
Configure the Field
When creating a field, you’ll configure the following:
Select a Data Type - Choose the type of data the field will store.
Choose an Object Type - Select whether the field applies to Projects or Tasks
Add Placeholder Text (Optional) - Placeholder text appears as gray helper text before a value is entered and can help guide users on how the field should be used.
Make the Custom Field Required - If toggle ON, this custom field must be populated.
Mark as Internal Only (Optional) - Enable Internal Only if the field contains information customers should not see. Custom fields with this setting will appear with a lock icon!
Important Note:
Data types cannot be changed after the field is created.
Object types cannot be changed after the field is created
If a custom field is marked as internal only then:
Customers cannot view that field
That field cannot be used as merge tags or in automated messaging
Set Validation Rules
Custom Fields can include validation requirements to improve data consistency and accuracy.
Available validation options include:
Default values
Minimum/maximum character limits
Required fields during project or task creation
Dropdown Validation
One of the most effective ways to standardize entries is by using the Single Select Dropdown data type.
When selected, administrators can define approved dropdown values directly in the field configuration panel.
This helps:
Eliminate inconsistent entries
Improve reporting quality
Standardize automation logic Validation Rules for Custom Field Values
Finish custom field configuration by optionally setting the final few validation rules by setting a default value, min/max length, or requirement to populate a custom field value during creation of a project or task.
Populate Project-Level Custom Fields
There are two primary ways to update Project Custom Fields:
Option 1: Project Custom Fields Tab
Navigate to the project’s Custom Fields tab and edit values inline.
Changes are automatically saved.
Option 2: Projects List Page
Custom Fields can also be updated directly from the Projects table.
To do this:
Click Columns
Enable the desired Custom Field columns
Edit values inline from the table view
Populating Task Level Custom Fields
Task-level Custom Fields can be updated directly within the Task Custom Fields tab
This allows teams to capture task-specific information without cluttering the project-level view.
Display Custom Fields in the Projects Table
Custom Fields can be added as columns on the global Projects page for easier visibility and reporting.
To display them:
Navigate to the Projects page
Click Columns
Toggle on the Custom Fields you want displayed
This makes it easy to:
Perform quick updates
Improve operational visibility
Customer Visibility
Customers can view Custom Fields in:
The project’s Custom Fields tab
The Task Details drawer
While customer users cannot edit values, they can still interact with useful information such as:
Links
Contact details
External references
To hide fields from customers, mark them as Internal Only during setup.
Automations, API, and Integrations
Custom Fields are fully integrated into GUIDEcx automation and integration workflows.
Recipe Builder Support
To use the newest Custom Field functionality in Recipe Builder:
Update to the latest connector version
Leverage new data types and validation options in recipes
API Enhancements
The GUIDEcx API now supports:
Project and Task Custom Fields
Expanded field properties
Enhanced validation metadata
All updates are backwards compatible, so existing integrations will continue to function without changes.
Reporting and Analytics
Organizations using the Report Builder add-on now have access to dedicated datasets for:
Project Custom Fields
Task Custom Fields
These datasets can be combined with other GUIDEcx reporting data to:
Segment projects
Filter operational metrics
Analyze customer trends
Build customized dashboards
Best Practices
Use dropdown fields whenever possible to standardize data
Keep naming conventions consistent across teams
Mark sensitive information as Internal Only
Avoid creating duplicate fields with similar purposes
Use task-level fields for granular operational details
Leverage Custom Fields in reporting and automation workflows for maximum value
FAQs
Can I change a Custom Field’s data type later?
No. Once a field is created, its data type cannot be changed.
Can customers edit Custom Fields?
No. Customers can view eligible fields but cannot edit values.
Can Custom Fields be used in automations?
Yes. Custom Fields can be referenced in Recipe Builder workflows and integrations.
Are Custom Fields available in reporting?
Yes. Report Builder users can segment and filter reports using Custom Field datasets.
Can Custom Fields be added to the Projects table?
Yes. Any Project-level Custom Field can be displayed as a column on the Projects page.