Overview #
Every organization works differently. Custom Fields allow you to extend the standard task structure with data fields that are specific to your workflow, industry, or internal processes — without any technical configuration required.
What Are Custom Fields? #
Custom Fields are additional data attributes that you can add to tasks. While Workflo provides a set of standard task fields out of the box (title, description, assignee, due date, priority, etc.), Custom Fields let you capture information that is unique to your organization.
Examples of custom fields by industry:
| Industry | Custom Field Examples |
|---|---|
| Marketing & Creative | Client Name, Campaign, Channel, Asset Type, Approval Status, Publish Date |
| Engineering | Drawing Number, Discipline, Phase, RFI Reference |
| Human Resources | Job Requisition ID, Hiring Manager, Salary Band, Interview Round |
| Not-for-Profit | Grant Reference, Program Area, Funder Name, Reporting Deadline |
| Software | Story Points, Sprint, Environment, Bug Severity |
Field Types #
Custom Fields in Workflo support multiple data types to match the nature of the information you are capturing:
| Type | Description |
|---|---|
| Text | Free-form text entry |
| Number | Numeric values (quantities, costs, scores) |
| Date | A calendar date |
| Dropdown | A predefined list of selectable options |
| Multi-Select | Multiple values selected from a predefined list |
| Checkbox | A true/false or yes/no toggle |
Multi-Value Support #
Some custom fields support multiple values — for example, a task might be associated with more than one category, tag, or reference. The multi setting on a custom field enables this capability where appropriate.
Predefined Values #
For Dropdown and Multi-Select fields, you define the list of acceptable values when creating the field. This ensures consistency across your tasks — team members select from a standardized list rather than entering free-form text that may vary.
Default Values #
Custom fields can be configured with a default value that is automatically applied when a new task is created. This reduces manual entry and ensures important fields are never left blank by accident.
System Fields #
Some custom fields are designated as system fields — these are built-in fields managed by Workflo and are not user-configurable. They exist to support specific platform features and are distinct from the custom fields your team creates.
Creating Custom Fields #
Custom fields are created within a workspace and can then be applied to tasks across that workspace. To create a custom field:
- Navigate to your workspace settings
- Select Custom Fields
- Click Add Custom Field
- Define the field name, type, and any predefined values
- Save the field
Once created, the field becomes available to add to any task within the workspace.
Free Plan Limitation #
Organizations on the Free plan are limited to 1 custom field per workspace. Paid plans unlock unlimited custom fields.
Using Custom Fields in Filters and Search #
Custom Fields are fully integrated into Workflo’s filtering and search capabilities. Once a field is in use, you can filter tasks by that field’s value — for example, filtering all tasks where “Billing Status” is “Invoiced” or where “Sprint” equals “Sprint 14.”
This makes custom fields a powerful foundation for custom reporting and workflow management.
Best Practices #
- Standardize your fields across similar projects. If multiple projects follow the same workflow, use the same custom fields so your data is consistent and reportable.
- Use dropdowns for categorical data. Wherever possible, use dropdown or multi-select fields rather than free text to ensure consistency and enable filtering.
- Keep the field list focused. Avoid creating custom fields for every possible data point. Focus on fields that will actively be used in filtering, reporting, or workflow decisions.
- Set default values where appropriate. If a field almost always has the same value, a default reduces friction and saves your team time.
