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Custom Fields

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Overview

Custom Fields allow your firm to capture additional information that is not available in the system’s standard fields.

They can be applied to:

  • Matters
  • Contacts (Clients/Entities)
  • Invoices

Using custom fields enables firms to:

  • Store firm-specific data
  • Standardise data capture across users
  • Improve reporting and visibility
  • Support operational and compliance requirements
Custom fields are firm-wide configurations and will appear wherever they are assigned once created.

What You Can Do with Custom Fields

You can:

  • Create new custom fields
  • Categorise fields for organisation
  • Apply them to Matters, Contacts, or Invoices
  • Update values within records
  • Disable fields when no longer required
Custom fields enhance the system but do not control permissions or workflows.

Setting Up Custom Fields

To create a new Custom Field:

Step 1: Access Custom Field Settings

  1. Navigate to Settings → Firm Settings
  2. Go to the General category
  3. Select Custom Fields (or search using the settings search bar)

Step 2: Create a New Custom Field

  1. Click New Custom Field
  2. Enter the following:

Field Configuration

  • Name
    Internal reference name (must be unique and contain no special characters)
  • Display Name
    The label shown on Matter, Contact, or Invoice screens
  • Help Text
    Optional guidance to assist users completing the field
  • Category
    Groups fields under a common heading

    • If left blank, the field will appear under Custom Fields

Field Type Options

Select the appropriate Field Type:

  • Text – Free text entry
  • Number – Numeric values only
  • Date – Date selection
  • Boolean – Checkbox (Yes/No)
  • Select – Dropdown list

Dropdown (Select) Fields

If using Select:

  • Enter each option
  • Press Enter to add each value

Field Location

Choose where the field will appear:

  • Matter
  • Contact
  • Invoice

Save the Field

  • Click Save

The field will now appear in the selected location.

Limitations: "The Name, Type, and Location cannot be changed after creation". Plan carefully before saving.

Updating Custom Field Values

Matter Custom Fields

Matter custom fields appear on all matters, regardless of matter type.

Accessing Matter Custom Fields

You can access them in two ways:

  • From the left-hand panel under the relevant Category
  • From the right-hand menu → Custom Fields

Updating a Field

  1. Navigate to the Matter

  2. Locate the relevant Custom Field

  3. Enter or update the value

  4. Click Save

The matter will update immediately.

Categories can be collapsed or expanded for easier navigation.
Matter custom fields can be added to Invoices, but this requires Support Team Assistance.

Contact Custom Fields

Contact custom fields are available across all Client and Entity records.

Updating a Contact Field

  1. Open the Contact record

  2. Locate the Custom Fields section

  3. Enter or update the value

  4. Click Save

The contact record will update immediately.

Invoice Custom Fields

Invoice custom fields are available when creating or editing Pending Invoices.

Updating an Invoice Field

  1. Open the Pending Invoice screen
  2. Locate the Custom Fields section (bottom left panel)
  3. Update the required field
  4. Click Save
Invoice custom fields are not retained for future invoices. They must be completed each time a new invoice is created.

Disabling a Custom Field

If a field is no longer required, it can be disabled.

Steps to Disable

  1. Navigate to Settings → Firm Settings
  2. Go to General → Custom Fields
  3. Locate the field
  4. Click the Ellipsis (•••)
  5. Select Disable

Viewing Disabled Fields

By default, disabled fields are hidden.

To view them:

  1. Click Add Filter
  2. Select Include Disabled = Yes
  3. Click Apply

Disabling a field does not delete existing data - it only removes it from active use.

Quick Reference Flow

Create a Custom Field

Settings → Firm Settings → Custom Fields → New Custom Field → Configure → Save

Update a Field Value

  • Matter: Open Matter → Custom Fields → Update → Save

  • Contact: Open Contact → Custom Fields → Update → Save

  • Invoice: Open Pending Invoice → Custom Fields → Update → Save

Disable a Field

Settings → Custom Fields → Ellipsis → Disable

Best Practices

  • Use clear and consistent naming conventions
  • Group fields using Categories for better organisation
  • Add Help Text to guide users
  • Plan field structure before creating (as key attributes cannot be changed)
  • Avoid creating duplicate or unnecessary fields
  • Regularly review and disable unused fields

Key Takeaways

  • Custom Fields = Data capture tool, not a permissions tool
  • Must be configured correctly at creation (cannot be edited later)
  • Available across Matters, Contacts, and Invoices
  • Can be disabled but not deleted easily without impact