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Custom Field Management: Add, Remove, Edit, and Delete Custom Fields

Regular and external users on Business and higher accounts can use the Custom Field Management panel of folders, projects, and spaces. Account owners and admins on Business and higher accounts can access the account-wide custom fields management view in the Account Management section. 

Overview

In Wrike, there are two levels of custom field management:

  • All users (except for collaborators) can manage custom fields in folders, projects, and spaces using the Custom Field Management panel. From the panel, users can add/remove fields from the folder/project/space, edit existing fields' properties, and create new fields.
  • Account owners and admins can delete and edit properties of any custom field in the account.

Manage Custom Fields in a Folder, Project, or Space

All users, except for collaborators, can open and use the Custom Field Management panel unless their access role restricts it.

Most users have the ability to create custom fields, so each folder, project, and space can have a lot of custom fields added to it. The Custom Field Management panel displays all custom fields available in a certain location and allows managing all of them and creating new ones. 

From custom field management, you can:

  1. Review all custom fields available in the current location.
  2. Add or remove custom fields from the current location.
  3. Edit the custom field properties.
  4. Create new custom fields.

Open the Custom Field Management panel

Access custom field management from the folder/project/space menu:

  1. Open a folder, project, or space whose custom fields you want to view or edit.
  2. Click the three-dot menu button 1 in the upper right-hand corner.
  3. Select “Manage Custom Fields." 2

Custom_Fields_-_Manage_Custom_Fields.png

The Custom Field Management panel shows the following information about each custom field:

  • Name. 3
  • Type. 4
  • Its creator’s name and creation date. 5
  • Source: where the field had been added*. 6

You will see all custom fields that are:

  • Added to a folder, project, or space.
  • Inherited from its parent folders and projects.
  • Added to its subfolders and subprojects.

*The project/folder/space where a field was added may be different from the project/folder/space where it is visible. For example, if a field is added on a parent folder/project, it may be visible on all of its subfolders/subprojects, but its source, in this case, is the parent.

Access custom field management from the Table view:

  1. Select the folder, project, or space from the left-hand navigation panel.
  2. Switch to the Table view.
  3. Right-click a project or folder containing custom fields you want to adjust.
  4. Select "Manage custom fields."

Or alternately click the gear icon and select "Manage custom fields."

Create and add custom fields

Create a custom field

All users, except collaborators and external users, can create new custom fields.

  1. Open the Custom Field Management panel.
  2. Click “+ New field” at the top of the pop-up window.
  3. Type in a name for your new field and click “Create a new field” from the dropdown list that appears.
  4. A pop-up opens where you can:
    • Edit the field name.
    • Choose a field type.
    • Select where to apply your custom field.
    • Designate users with whom the field should be shared.
    • For numeric custom fields: specify the number of decimal places.
  5. Click "Save."

Your custom field is created and added to the items you specified in step 5.

Add an Existing Custom Field

All users, except collaborators, can add custom fields to folders, projects, and spaces unless their access role restricts it.

Once a custom field is created, anyone shared on the field can reuse it in other folders, projects, and spaces.

  1. Open Custom Field Management.
  2. Click “+ New field” at the top of the pop-up window.
  3. Begin typing the name of the custom field you would like to add.
  4. Select the custom field from the dropdown list when it appears.

Wrike Tip! 🔥To quickly add a custom field from subfolders, subprojects, and parent folders/projects: right-click a field and select “Add to this Folder (Project)."

Edit custom fields

All users, except collaborators and external users, can edit properties of custom fields.

  1. Open the Custom Field Management panel.
  2. Click a custom field that you want to edit.

The field properties pop-up appears, and you can edit your field’s name, type, where the field is applied, and whom it should be shared with. Click “Save” when you’re done to apply your changes.

Note!

  • Editing custom field properties doesn't affect the existing field values. Even if you change the field's type, the current value stays the same until you change it.  
  • You can still edit custom fields directly from the Table view.

Remove custom fields from project/folders/spaces 

To remove a custom field from a folder, project, or space:

  1. Open Custom Field Management.
  2. Right-click a custom field you want to remove.
  3. Select “Remove from this Folder (Project)."

Note: You can remove a custom field only if it was created from the current folder, project, or space or explicitly ​added​​ to it via Table view or the custom field management panel. If the field is visible in a folder or project because it's inherited from its parent folder, project, or space, you won't see the option to remove it. Instead, you can remove the field from the parent item, ​hide it on the Table view​​, or ​edit the field properties​​ to stop it from being displayed anywhere but the parent item.

Manage All Custom Fields in the Account

On Business accounts, the account owner and all account admins can manage custom fields from the Account Management section. On Enterprise accounts, by default, only account owners have access to management of all account custom fields, but they can ​give account admins the permission​​ to do that.​

Account owners and admins can overview and manage all custom fields in the account from the Account Management section. There you'll see all custom fields, including the ones that are not ​shared with you​​, and you'll be able to:

  1. ​​Edit properties​​ of any custom field.
  2. ​​Delete​​ any custom field from the account.

Access the account-wide custom field management

  1. Click your profile image in the upper-right corner of the workspace.
  2. Select ​"Settings​​."
  3. Select ​"Custom fields​" in the left panel under ​"Account management​​."

You'll see the table with all custom fields in the account.

Navigate and customize the custom field management view

Apart from the ​Title​​ column that contains the names of custom fields, the custom field table also shows the columns with the following field attributes:

  • ​​Type​​: The ​type of the custom field​​
  • ​​Shared with​​: Who has ​access to the field​​
  • ​​Applied to​​: Shows if the field that's added to a folder, project, or space is also visible on items within that location. The options include ​"All"​ (visible on tasks, projects, folders), ​"Projects, folders​" (not visible on tasks), and "​Projects​​" (only visible on projects).
  • ​​Author​​: The user who ​created the field​​
  • ​​Created​​: Field's creation date
  • ​​Last edit by​​: The last user who ​edited the field's properties​​
  • ​​Last edit​​: The date when the last edit to the field's properties was made

You can hide or show columns in the table. To do that, click the gear icon in the upper-left corner of the table and uncheck or check the relevant columns' boxes.

You can also sort the fields in the table by any attribute. To do that, simply click on the title of any column, and the sorting order will change immediately. To reverse the order, click the column title one more time. Alternatively, click the drop-down in the upper-left corner and select the preferred sorting.

Use search to find a specific custom field. The search works within all columns so that you can look for a field by its title, the creator's name, the date of creation, etc. To use the search, click the ​"Quick search"​​ area at the top and start typing in it.

Edit custom field properties from the account-wide custom field management

Note: Keep in mind that changes that you make will affect all users who have access to the custom field. Additionally, editing a custom field may interrupt the work of filters, request forms, and automation rules that use that field.

  1. Click your profile image in the upper-right corner of the workspace.
  2. Select ​"Settings​​."
  3. Select ​"Custom fields​" in the left panel under ​"Account management​​."
  4. Click the row of the relevant custom field in the table.
  5. Edit the field's properties in the panel that opens on the right.
  6. Click ​"Save​​."

Editing custom field properties doesn't affect the existing data in the field. Even if you change the ​field's type​​, the current field value stays the same until someone changes it.

Delete custom fields

​​On Business accounts, the account owner and all account admins can delete custom fields. On Enterprise accounts only account owners can delete custom fields by default, but they can ​give account admins the permission​​ to do that.​​

Account owners and admins can completely delete any custom field along with its values from the account, including the fields that are not ​shared with them​​.

Important! Before deleting a custom field, make sure that it's no longer used in the account. Deleting a custom field will affect all users who have access to the field and may interrupt the work of filters, request forms, and automation rules that use that field.

  1. Click your profile image in the upper-right corner of the workspace.
  2. Select ​"Settings​​."
  3. Select ​"Custom fields​" in the left panel under ​"Account management​​."
  4. Click the row of the relevant custom field in the table.
  5. Click "​Delete from account"​​ at the bottom of the panel that opens on the right.
  6. Click "​Delete"​​ in the pop-up to confirm your decision.

You can also delete multiple custom fields at the same time. To do that:

  1. Open the account-wide custom field management.
  2. Check the boxes to the left of the titles of all custom fields that you want to delete.
  3. Click ​"Delete from account​​" in the panel that appears on the right.
  4. Click ​"Delete​​" in the pop-up to confirm your decision.

Note: There is no way to restore the field from your account. If you need a deleted custom field restored, please ​contact Wrike's Customer Support Team​​.

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