Custom Fields can be attached to many data types in ClickTime and allow you to track information that is not part of the standard configuration. Custom Fields can then be included in reports, queries, and exports. Custom Fields are managed from the Custom Fields List page (located under the Company --> Preferences page).
Please Note: as of 8/23/2023, Custom Fields can now be required on Time Entry. The limitation referenced at 6:05 in the video above can be ignored.
Learn more using the following links:
Custom Fields can be managed from the Company --> Preferences page by clicking the "Custom Fields" link:
The Custom Fields List page displays all Custom Fields that have been created in an account. Click the "Add Custom Field" button on the Custom Fields List page.
Both the field name (internal name) and display name (which is displayed in ClickTime) are required for each Custom Field. Additionally, each Custom Field needs to be assigned a type and association. Types and associations cannot be changed once the Custom Field is created.
Read on for more information about the different options.
The "Custom Field Name" is the internal name and will determine the order the Custom Fields appear. Custom Field order will be alphabetized in both Report Builder, as well as how the Custom Fields display on a Person/Client/Project/Task Details page.
You may define Custom Fields as required fields for all new and existing Clients, Projects, Tasks, People, or Divisions. The option to make a field required is managed from the Custom Fields Detail page.
Click the pencil to the right of any field name on the Custom Fields List page to edit that field.
Edits can include edits to the name, Display Name, and options in a pop-down list. You cannot change the association of a Custom Field after it has been saved.
To delete a Custom Field, click the edit icon to open its detail page. Next, click the Action button in the upper right-hand corner of the page, and select the "Delete" option. Pressing "Ok" will result in the removal of the Custom Field from all lists and entry forms. This example shows the "Delete" option for a field called "Location."
Please note: When you delete a Custom Field, you are also deleting all data that was entered within that field. This data will not be available if you choose to delete the field.
There are several different types of Custom Fields currently available for use in ClickTime. Each type can be used to track information about Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries, based on your unique needs.
The text option provides a short, free-form Custom Field that supports up to 50 characters. Text fields can be associated with Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries.
The following image shows how a text field named "State," associated with Time Entries, appears on the Day View page.
Long Text custom fields are not supported on the Time Entry screens. Please message us at email@example.com with any questions.
The number option provides a Custom Field that supports only numeric values. Non-numeric entries will be flagged and will not be saved. Numeric fields can be associated with Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries.
The currency option provides a custom field that supports only numeric values and reflects the currency defined on the Company Preferences page. Non-numeric entries will be flagged and will not be saved. Currency fields can be associated with Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries.
The date option supports valid dates (based on the format specified in your company’s preferences). Date fields can be associated with Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries.
The pop-down option allows you to create a drop-down menu that is filled with items you define. Items are defined on the Custom Fields Detail page (use the Enter [Return] key to separate list values). Pop-down fields can be associated with Clients, Projects, Tasks, People, Division, your Company/Organization, or Time Entries. The following illustrates the creation of a pop-down field called "Location," associated with Clients.
Below is an example of how these options will display on a Client Detail page.
The Yes/No option shows up in the form of a pop-down list pre-populated with only two values: "yes" and "no."
"Yes/No" Custom Fields will display as a checkbox when associated with Timesheet Entry.
The term "association" refers to the page the Custom Field is added to. Fields can be added to the following ClickTime pages:
- Company Preferences (click here to see an example)
- Client Detail
- Project Detail (click here to see an example)
- Task Detail
- Person Detail
- Division Detail
- Timesheet Entry (click here to see an example)
Please note that ClickTime does not currently support Custom Fields that can be associated with Expense Items.
In this example, there are several Custom Fields associated with the Company Preferences. In this case, we have fields to store the address of our organization.
In this example, several Custom Fields have been associated with Projects, so that the people responsible for creating and managing Projects in ClickTime can record important information about each Project on its detail page. Custom Fields added to detail pages will be visible only to people with the appropriate permissions, and can be included in reports, queries, and exports.
In this example, a custom text field called "State" has been added to Timesheet Entry pages, so that all employees can add information to each Time Entry. Fields added to Timesheet Entry pages are visible to all users, and can be included in reports, queries, and exports.
ClickTime can display up to 3 Custom Fields that are associated with Time Entry.
You will also not be able to add a timesheet entry Custom Field if you are using our DCAA Compliance options (more details on DCAA Compliance can be found here).
While data entered in Custom Fields on the timesheet will not be available in our pre-built reports, this information can be exported or included in Report Builder reports. Read below for more information on each supported method for getting data from Custom Fields.
ClickTime has a few different Export options in the "Miscellaneous" section of the Company --> Reports page that can be used to export all associated data with the object or time entries in the time period:
When running these Exports, you will see the option to "include Custom Fields"—check this box to download Custom Field data in the resulting file:
ClickTime's Report Builder can be used to build your own reports directly in ClickTime, then Save them for the future, and export in csv, xls, or pdf format. The Report Builder is available in the Company --> Reports page for Corporate and Enterprise accounts:
From the "Layout" tab, you will see your first 15 Custom Fields as options to add to your report:
Select the fields you are interested in, and then continue building the report to meet your needs. Please note that the order of the Custom Fields is determined by the "Custom Field Name" that you entered when creating the Custom Field. ClickTime will sort the fields in alphabetic order based on the Custom Field Name:
Please note: Report Builder will be able to include data in up to 15 Custom Fields. The first 15 Custom Fields (determined by alphabetic order of the Custom Field Name) will show as options in the Layout tab.
After creating your report, don't forget to Save it before exporting.
The Customizable Data Export is available on the Company --> Reports page and can be used to export all timesheet data in a specific time period.
Use the "Advanced" options to show all the Custom Fields for your account, and check the box to include data in those fields in your export:
More information about the Customizable Data Export can be found in this help documentation.
ClickTime's Business Intelligence & Analytics suite (also referred to as BI&A) is available to Enterprise-level customers. Organizations that have access to BI&A will see the options on their Company --> Reports page.
When in "Design" mode, you will see Custom Fields as an option to add to your report:
You will know the options are Custom Fields because the formatting will say the association and the name of the Custom Field, separate by a colon:
Custom Fields are sorted alphabetically by their association.
If you drag and drop the desired Custom Fields into your report and you will see a preview of the data to the right.
After creating the report, don't forget to save it!
More information on BI&A can be found in these articles. Specific information on Custom Fields are available in the Creating Calculated Fields article.