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Custom Fields

Overview

Fields are a consistent part of every module in the platform. By default, each module includes some standard fields when creating elements. On top of that, most modules also allow you to create custom fields tailored to your needs.

Custom fields let you personalize the kind of information you collect, ensuring each element captures the data that matters most to your organization.

How to add a new Custom Field

  1. Click Settings in the main navigation menu.

  2. Inside of Settings, navigate to the specific module where you want to add the field (e.g., Tasks, or Resources > Assets).

    1. Note: The Settings menu options match the main sidebar categories.

  3. Go to the Custom Fields section inside of the chosen module and click on the "+" button.

    1. If you already have some custom fields in that section, you can choose where you would like to place the new custom field by clicking in the "+" placed in the desired position (e.g., between two other custom fields).

Configuring your custom fields: Main Settings

After clicking the "+", a new form will open automatically on the "Main Settings" tab. Here you can select which kind of field you would like to create, and configure advanced options.

Type: Here you can select the type of field that you want to create.

The options are the following:

1. Data Types

  • Text & large text: Use for open-ended text responses. Standard text is best for short input (e.g., names, titles), while large text supports long-form content (e.g., comments, descriptions).

  • Number: Restricts entry strictly to numeric values. Supports custom Regular Expressions (Regex) to enforce specific input patterns (e.g., phone numbers, postal codes).

  • Date: Captures date values in a standardized format. Can also be configured to include time stamps.

  • Single select: Allows users to choose exactly one option from a predefined list. Options can include custom display colors, report values for data tracking, and numeric values for form calculations.

  • Multiple select: Allows users to select one or more options from a predefined list. Options can include custom display colors, report values for data tracking, and numeric values for form calculations.

  • Checkbox: Requires users to confirm a specific item or agreement before proceeding (e.g., terms acceptance).

  • File: Allows users to upload documents or media directly to the item. Commonly used in contracts and evidence submissions.

  • Link: Stores and displays clickable URLs.

2. Special fields

  • Numeric Calculation: Calculates dynamic numeric values using inputs from other fields. ou can learn more about how to use Condition fields in our article Custom Fields: How to use a Numeric Calculation field.

    • Supported Functions: Performs basic arithmetic as well as SUM, AVG, MIN, MAX and IF.

    • Select Field Integration: Can pull values from Single Select and Multiple Select fields (requires assigning numeric values to options during field setup)

    • Formula Chaining: Calculation results can be referenced as inputs in other Numeric Calculation fields.

    • Score Ranges & Labels: Maps numeric output ranges to custom text labels (e.g., 0–3 = Low, 4–7 = Medium, 8–10 = High).

  • Variable Text

    • Single type: Dynamically generates a single string of text by combining fixed static text with variables pulled from other fields (e.g., "Hello, {First Name}").

    • Mapped type: Outputs specific predefined text based on the choice selected in a single-select field. Each choice option maps to a unique text block.

  • Connection: Relates the current item to another record within an previously connected module.

    • Prerequisite: Before adding a Connection field, you must establish an active connection across the two modules as explained in our Connections article.

3. Layout elements

  • Text info field: Displays static instructions, notices, or titles to guide users filling out a form. It does not collect user input or store data.

  • Condition: Controls field visibility dynamically. Fields set inside of a condition appear or hide automatically based on the user's answers in previous fields. You can learn more about how to use Condition fields in our article Custom Fields: How to set up a Condition.

  • Repeatable groups: Allows users to add multiple entries for a predefined set of fields within a single form (e.g., entering multiple contact persons or items).

  • Sections: Groups related fields together under a shared header for improved visual clarity. You can create a new section and drag existing fields into it, move fields out, or build new fields directly inside the section.

Title: The name of the field

Required: Marks whether a field is mandatory. When enabled, users cannot submit the form without filling out this field.

Options (Single Select & Multiple Select Fields Only): Defines the list of choices available for users to select.

You can add extra properties to your options by clicking on "Configure extra properties". From here you can configure the following properties:

  • Enable report value: Allows you to map user-facing selection labels to hidden export values used exclusively in Data Reports.

    • Primary Purpose: Keep field options simple and human-readable for team members (e.g., displaying "North America"), while outputting standardized system codes to reports (e.g., "NA_REGION_01").

    • Selecting Output Types: When building a custom report in Data Reports, you can toggle whether the report displays the Actual Value (what the user saw) or the Report Value (the hidden code).

    • Multiple Report Values: You can assign multiple hidden values to a single option. This is useful when different reports require distinct coding schemes - such as mapping one option to both an internal company code and a regulatory report for official bodies (e.g., the Register of Information).

    Example: You have a question about whether a supplier has an ISO certification:

    • Answer: Yes → Hidden report value: Low risk

    • Answer: No → Hidden report value: High risk
      ​

  • Enable numeric value: This option allows you to assign a numeric value to each answer, which can then be used in numeric calculations.
    ​
    ​Example: You have a question about how high the risk level of a supplier is with three options:​

    • Low → Numeric value: 1

    • Medium → Numeric value: 2

    • High → Numeric value: 3

  • Enable color: Assigns a distinct visual color tag to each option.

  • Enable description: Give a description for each field to assist users in choosing the right one.

To enable extra properties, follow the next steps:

  1. Open the field configuration menu and navigate to Configure Extra Properties.

  2. Toggle on all the properties that you want to activate.

  3. If you have selected Enable report values, enter a descriptive label for the report value column (e.g., "Internal Code" or "Register of Information"). Naming your columns ensures you select the correct code when building data reports.

    To map multiple report values per option, click + Add Reporting Value Column and name the new column.

  4. Click Done to save your configuration.

  5. Once configured, each option row will display a Show Extra Properties button. Expand it to enter your custom values for that specific option.
    ​

Configuring your custom fields: Additional Settings

In the Additional Settings tab of a custom field, you can configure the following options:

  • Description: Provides permanent, detailed guidance for the field. You can configure descriptions to appear as an inline tooltip (hover icon next to the field label) or a side panel (opens adjacent to the form).

  • Placeholder (Text, Large Text, Number, Date and Link only) : Displays temporary hint text inside an empty field (e.g., "e.g., [email protected]"). Placeholder text vanishes as soon as the user starts typing.

  • Input Format Checker (Text, Large Text and Number only): Define specific input formats (e.g. phone number: 123-456-789).

  • Error Message (Text, Large Text and Number only): Show a custom message if the input doesn’t match the required format.

Configuring your custom fields: Smart Fill Settings

Formalize Smart Fill can automatically populate fields based on uploaded files or contextual cues in your document. Select a file source and add any special instructions. The AI already understands the field’s name, type, and possible answers.

Inside of this custom field tab you will find two options:

  • Select File Context: Select the file source that the AI will reference to answer the question.

  • Additional instructions to Smart Fill: Include any specific instructions here to ensure the generated suggestion meets your requirements.

You can read more about how to set it up in our article What is Formalize Smart Fill?

Configuring your custom fields: Conditional options (Only for Single Select & Multiple Select)

With Conditional options, you can show specific options in a Single Select or Multiple Select field based on answers given in previous fields.

Prerequisites

  • Supported field types: Single Select and Multiple Select.

  • The trigger field (the field that determines which options appear) must already be created.

Configuring Conditional Option Groups

  1. Select the Conditional options tab at the top of the field settings window.

  2. Click Add option group.

  3. Set your conditional logic rule:

    • IF condition: Select the trigger field and the relevant value for the condition you want to create.

    • Show these options: Select the specific dropdown options that should appear when the condition is met.

  4. Click Add option group again to create additional conditional rules for other scenarios if needed.

  5. Click Save.

Example Scenario: Department & Subdepartment Mapping

Suppose you want to display specific subdepartments based on the department a user selects.

  • Trigger Field: Department (Single or Multiple Select)

  • Target Field: Subdepartment (Single or Multiple Select)

Setup Steps:

  1. In the Subdepartment field settings, add all possible subdepartments to the main Options list inside of Main settings.

  2. Open the Conditional options tab and click Add option group.

  3. Configure the rule:

    • Condition: Department -> has selected any of -> Risk & Compliance

    • Options to display: Risk & Compliance Subdepartment 1, Risk & Compliance Subdepartment 2

  4. Repeat for all the relevant Departments.

  5. Save your changes.

Moving or Reordering Fields

  1. Navigate to the Custom Fields section inside of the relevant module in Settings.

  2. Locate the custom field you want to move.

  3. Hover over the drag handle icon (four horizontal lines) located in the top-left corner of the field card.

  4. Click and hold the drag handle, then drop the field into your target location:

    • To reorder: Drag the field up or down in the main field list.

    • To make conditional: Drag the field directly inside a Conditional Option Group box.

Note: Moving a field inside a conditional option group means it will only appear to end users when that group's specific conditions are met.

CleanShot 2025-12-10 at 19.27.03

Where are custom fields available?

Configuring Custom Fields in Settings

To manage custom fields for primary workspace entities, go to Settings and select the corresponding module below:

  • Company

    • Company Entities: Navigate to Settings > Company > Company Entities.

  • Tasks

    • Task Fields: Navigate to Settings > Tasks > Custom Fields.

    • Completion Flow: Navigate to Settings > Tasks > Default Completion Flow.

  • Compliance

    • Controls: Settings > Compliance > Controls (includes Custom Fields and Statement of Applicability (SoA))

    • Requirements: Settings > Compliance > Requirements

    • Policies: Settings > Compliance > Policies

    • Risks: Settings > Compliance > Risks (includes Custom Fields and Mitigation Fields)

    • Incidents: Settings > Compliance > Incidents (includes Custom Fields and Resolution Fields)

    • Evidence: Settings > Compliance > Evidence (includes Evidence Custom Fields and Submission Custom Fields)

  • Resources: Navigate to Settings > Resources, then select Assets, Employees, Roles, Suppliers, Systems, Customers, Processes, Business Functions, or Contracts.

  • Privacy

    • Processing Activities: Navigate to Settings > Privacy > Processing Activities.

    • Data Subject Requests: Navigate to Settings > Privacy > Data Subject Requests (includes Form Fields and Internal Fields).

Creating Custom Fields Outside Settings

  • Questionnaires: Whether you’re creating a new questionnaire or editing one of our existing templates, you can configure fields by clicking on Questionnaire builder.

Using Custom Fields for Filtering & Automation

Once configured, custom field values can be used across the platform to organize and automate data:

  • Statistics: Filter dashboard widgets by specific custom field values to display customized metrics.

  • Reports: Filter exported data reports based on custom field criteria.

  • Workflows: Set custom field values as conditions for workflow triggers and automated actions.

We hope this article was helpful!


​If you have any additional questions, please reach out to us via chat in the bottom right corner of the page — our team is always happy to assist you further.

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