Custom Fields

Custom fields allow you to capture and store additional data specific to your business needs. Add custom data fields to customers, tickets, and assets to track information beyond the standard fields.

Custom Fields Management

The Custom Fields management interface allows you to create and organize fields for different entity types

Overview

Custom fields extend the data capture capabilities of RAD Repairs beyond the standard built-in fields. Whether you need to track warranty information, special customer preferences, or asset-specific technical details, custom fields give you the flexibility to store exactly the data your business requires.

Key benefits of custom fields include:

Flexibility - Capture any type of data specific to your workflow
Organization - Keep all relevant information in one place
Searchability - Custom field data can be searched and filtered
Reporting - Include custom field data in reports and exports
Consistency - Ensure all staff collect the same information

Field Types

RAD Repairs supports five different field types to accommodate various data capture needs:

📝

Text

Single-line or multi-line text input for names, descriptions, notes, or any free-form text data.

Example: "Preferred Contact Method", "Special Instructions"

🔢

Number

Numeric input for quantities, measurements, or any numerical data. Supports decimals and negative values.

Example: "Storage Capacity (GB)", "Priority Score"

📋

Dropdown

Selection from a predefined list of options. Ensures consistent data entry and simplifies filtering.

Example: "Customer Segment", "Device Condition"

☑

Checkbox

Boolean yes/no field for tracking binary states or confirmations.

Example: "Data Backup Completed", "Has Warranty"

📅

Date

Date picker for tracking dates such as warranties, appointments, or deadlines.

Example: "Warranty Expiration", "Last Service Date"

Adding Custom Fields

Custom fields can be added to three primary entity types in RAD Repairs. Each entity type maintains its own set of custom fields.

Custom Fields for Customers

Customer custom fields appear on the customer profile and are captured when adding or editing a customer. Common uses include:

Business information (company size, industry, referral source)
Communication preferences (preferred contact method, best time to call)
Billing details (tax exempt status, payment terms, account number)
Marketing data (customer segment, acquisition channel)

Tip: Customer custom fields are inherited by all tickets and invoices associated with that customer, making it easy to track customer-specific data across your workflow.

Custom Fields for Tickets

Ticket custom fields appear on the ticket creation and edit forms. They help capture repair-specific information:

Device details (password/PIN, storage capacity, accessories included)
Repair specifics (data backup authorization, cosmetic damage notes)
Customer approvals (maximum repair cost, data wipe consent)
Workflow tracking (rush order flag, pickup notification preference)

Security Note: Be cautious when storing sensitive data like passwords in custom fields. Consider using checkbox confirmations (e.g., "Password provided verbally") rather than storing actual passwords.

Custom Fields for Assets

Asset custom fields capture device-specific information that persists across repairs. Useful for:

Technical specifications (processor, RAM, storage type)
Warranty information (warranty status, expiration date, provider)
Purchase details (purchase date, original retailer, purchase price)
Service history (last maintenance date, total repair count)

Asset custom fields are particularly valuable for recurring customers, as the data carries over between tickets.

Required vs Optional Fields

When creating a custom field, you can specify whether it is required or optional:

Setting	Behavior	Best Used For
Required	The form cannot be submitted until this field has a value. Shows a validation error if left empty.	Critical business data, compliance requirements, essential workflow information
Optional	The field can be left empty. No validation error on empty values.	Nice-to-have information, fields that do not apply to all records

Recommendation: Start with optional fields and only make fields required once you are certain the data is essential for every record. Too many required fields can slow down data entry and frustrate users.

Field Ordering

Custom fields are displayed in a specific order on forms and detail views. You can control this order to optimize your workflow:

Access Field Management

Navigate to Admin Settings and select Custom Fields. Choose the entity type (Customers, Tickets, or Assets).

Reorder Fields

Use the drag handle on the left side of each field row to drag and drop fields into your desired order.

Save Order

Click "Save Order" to apply your changes. The new order will be reflected immediately on all forms.

Ordering tips:

Place the most frequently used fields at the top
Group related fields together (e.g., all warranty fields in sequence)
Put required fields before optional fields
Consider the natural flow of information gathering

Using Custom Fields in Forms

Once created, custom fields automatically appear in the relevant forms throughout the application:

Where Custom Fields Appear

Customer Forms - New Customer and Edit Customer dialogs
Ticket Forms - New Ticket wizard and Edit Ticket page
Asset Forms - Add Asset and Edit Asset dialogs
Quick Edit - Some custom fields may appear in quick-edit sidebars

Field Input Guidelines

Each field type has specific input behaviors:

Text fields - Enter free-form text. Multi-line fields expand as you type.
Number fields - Only numeric characters, decimal points, and minus signs are accepted.
Dropdown fields - Click to open the list and select an option. Search by typing if the list is long.
Checkbox fields - Click to toggle between checked and unchecked states.
Date fields - Click to open the date picker calendar. You can also type dates directly.

Displaying Custom Field Data

Custom field data is displayed throughout RAD Repairs in multiple locations:

Detail Views

Custom fields appear in a dedicated "Custom Fields" section on detail pages:

Customer Profile page
Ticket Detail page
Asset Detail page

List Views

Custom fields can be added as columns in list views:

Click the column settings icon in the list header
Enable the custom fields you want to display
Drag columns to reorder them
Your column preferences are saved automatically

Search and Filters

Custom field data is searchable:

Global search includes custom field text values
Advanced filters allow filtering by specific custom field values
Dropdown fields support exact-match filtering

Reports and Exports

Custom fields are included in data exports:

CSV exports include all custom field columns
PDF reports can be configured to show custom fields
API responses include custom field data

Frequently Asked Questions

Can I edit or delete an existing custom field?

Yes, you can edit field properties like the label, help text, and required status. However, changing the field type may result in data loss. Deleting a custom field will permanently remove all data stored in that field across all records.

What happens to existing data if I add a new required field?

Existing records will not be affected by new required fields. The required validation only applies when creating new records or editing existing ones. However, you will need to populate the field when editing any existing record.

Is there a limit to how many custom fields I can create?

There is no hard limit on custom fields, but we recommend keeping the total number reasonable (under 20 per entity type) for optimal form usability and performance.

Can custom fields be used in email templates?

Yes, custom fields can be referenced in email templates using placeholder variables. The format is {{custom_field_name}} where the name is the field's internal identifier.

Do custom fields sync with Syncro MSP?

Custom fields can be mapped to corresponding custom fields in Syncro MSP through the Syncro Integration settings. Field mapping must be configured manually for each field you want to sync.

Can I create conditional fields that only show based on other field values?

Currently, conditional field visibility is not supported. All custom fields for an entity type are shown on the form. This feature is planned for a future release.

How do I add options to a dropdown field?

When creating or editing a dropdown field, you will see an "Options" section where you can add, edit, reorder, and remove dropdown options. Each option has a display label and an internal value.

Need Help with Custom Fields?

If you need assistance setting up custom fields or have questions about how to structure your data, our support team is here to help.

Contact Support