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Managing Custom Fields

Custom fields let you capture extra properties on your records. Use them to tailor Entity Types with required data points, consistent formats, and clear validation.

Who Is This For?

  • System Administrators – configuring fields and validation rules

  • QA Administrators – enforcing GxP-required metadata and completeness

  • Process Owners – defining the data model for their processes

How to Do It?

Step 1: Add a Custom Field

Add a field to an existing Entity Type.

  1. Go to Settings in the sidebar and select Types.

  2. Search and select the Entity Type you want to configure.

  3. Under Custom Fields, click Add Field.

  4. Enter a Label for the field.

  5. Set Required → toggle On/Off to enforce mandatory completion.

  6. Select the Data Type from the dropdown.

  7. Configure any additional options depending on the data type (see next step).

  8. Click Save to finalize.

💡 Set clear labels (e.g., “Planned Implementation Date”, “Risk Priority Number”) so users know exactly what to enter.

📎 Reference: Configuring Entity Types

Step 2: Configure Custom Field Options

Choose the right data type and configure its options.

❗ Compliance: Mark GxP-critical metadata as Required. Use validation (limits, options) to prevent data-entry errors.

Data Type

Configurable Options

What It Does

Boolean

  • Label for True Value

  • Label for False Value

  • Defines the display text for the "True" state (e.g., Yes, Approved).

  • Defines the display text for the "False" state (e.g., No, Rejected).

String

(No options)

  • Captures short, single-line alphanumeric input such as IDs or short codes.

Text

(No options)

  • Provides a multi-line free-text input for longer notes or comments.

Integer

  • Default Value

  • Minimum (or No Limit)

  • Maximum (or No Limit)

  • Step (interval)

  • Pre-sets the field with an initial number.

  • Sets the lowest number that can be entered.

  • Sets the highest number that can be entered.

  • Defines increment steps (e.g., only even numbers, multiples of 5).

Timestamp

  • Display as Date or Date & Time

  • Empty Text

  • Timezone

  • Limit time range

  • Controls whether only a date or both date and time are shown.

  • Default placeholder text (e.g., “No date given”).

  • Sets whether the time is shown in local or a chosen timezone.

  • Restricts entries to past or future dates only.

Relation

  • Allowed Relation Types

  • Multiple Selection

  • Restricts selection to specific types or allows all.

  • Allows relating to one or multiple types.

Options

  • Define Option Values

  • Multiple Selection

  • Creates the selectable list of choices.

  • On → Users can select multiple options (checkboxes).

  • Off → Users can select only one option (radio buttons).

Examples and setup tips by data type

  • Boolean: Set True = “Compliant”, False = “Non-Compliant” for audit checks.

  • Integer: Use Step = 5 for scoring scales (e.g., 5, 10, 15…).

  • Timestamp: Set Limit time range = Future only for planned go-live dates.

  • Relation: Restrict Allowed Relation Types to “SOP” for fields like “Related SOP”.

  • Options: Predefine values (e.g., Low, Medium, High) and set Multiple Selection = Off to enforce a single risk level.

Tips

  • 💡 Keep field names concise and consistent across Entity Types to improve search and reporting.

  • 💡 Prefer Options over free text for values you want to filter or report on.

  • 💡 Use Relation for traceability (e.g., link a Deviation to its CAPA) instead of duplicating IDs in text fields.

What’s Next?

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