Custom fields

Applies to Workletto 1.x.

Custom fields record what Workletto doesn’t ask for by itself: the phase of work on a time entry, a client’s department, a project’s purchase order. Admins set them up; everyone fills them in on the records they work with.

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Add a field (admins)

1. Go to Manage, Settings, Custom fields.
2. Enter a Field name (up to 60 characters), like “Phase”.
3. Under On, choose where it goes: Time entries, Projects or Clients.
4. Under Type, choose A list of choices, Text or A number. For a list, enter the Choices, one per line.
5. Tick Required if new records can’t be saved without it.
6. Click Add field.

Two fields on the same kind of record can’t share a name. The list shows each field with where it goes, its type or choices, and whether it’s required. Change renames it, edits its choices or changes whether it’s required; its type and where it goes stay. A choice that’s already used somewhere can’t be taken out of the list.

Adding, changing, removing and restoring fields are recorded in the History.

Fill them in

• Time entries: on Time, in the day view, the form for new time has a box or list for each time-entry field, under Task and Billable. It’s used both for Save entry and Start timer, and keeps its values for the next entry. Opening an entry with Edit shows them too.
• Projects: the project’s Settings tab has a Custom fields section. The form for a new project on Projects asks only for the required ones.
• Clients: Edit on a client shows them all. The form for a new client asks only for the required ones.

A required field must be filled in before a new record is saved, and can’t be emptied later; Workletto says “Fill in” and the field’s name. In the week timesheet, typing hours into an empty day makes a new entry without fields, so with a required time-entry field, add new time in the day view instead. Time imported from a calendar or a file is added without them; fill them in afterwards if you need to.

Members see and fill in the time-entry fields. Project and client fields are for admins and managers, like rates and budgets. A project template keeps a project’s field values.

Reports and exports

On Reports, each list field gets its own filter beside Client, Project and Billable: Any, No (records without a value) or one of its choices. Only one field filters at a time. Under Breakdown, each list field is also a way to group the hours, next to Client, Project, Person and Task; records without a value are grouped as “No” and the field’s name. Members can use the fields on time entries; admins and managers also those on projects and clients.

Export CSV on Reports adds a column for each time-entry field, after the others. The CSV files under Manage, Import & export add a column for each field on time entries, projects or clients, after the existing columns.

Remove a field

Click Remove beside it and confirm. It disappears from forms, reports and exports, and stops being required. What was filled in is kept: click Restore to bring the field back with its values.