Manage custom fields

Tabs: Site or Workspace > Fields. Visible to Site or Workspace Administrators respectively.

Create additional fields for any entity type: User Stories, Defects, Themes, Features, and Backlog Items (which apply to both user stories and defects)

Fields that you add in the Site > Fields tab are available in all workspaces and releases defined in the site. Fields that you add in the Workspace > Fields tab are available in the current workspace only.

The new fields can be displayed in dashboard widgets, grids, filtered by, and used in the dimensions of the release planning board.

Example:  

Create a custom Single-Selection field to indicate the reason a defect was closed, with values of Fixed and Duplicate.

Task Instructions
Create a custom field.

Click Add Field, select the entity type that will include this field, and specify the field's name and type.

For list fields, define the possible list values.

Edit a custom field's name. Select the field, click Edit, and edit the name.
Remove a custom field.

Select the field and click Delete.

Caution: When you delete a field, all information it held is lost. The history of the field's changes is also deleted.

Define that a field is required.

See Define required fields.

Maximum number of custom fields

You can define up to 12 custom fields for each entity type. In each workspace, this maximum includes all site-level custom fields as well as custom fields defined in the workspace.

In the Site > Fields tab, site administrators can adjust the division of the custom field quota between the site and workspace levels. This configuration is done separately for different item types:

For each type of item, increase or decrease the number of workspace custom fields allowed. The number of site custom fields is automatically adjusted.

If custom fields were previously created, the lowest number you can set is the number of existing custom fields. For workspace-level fields, this is the number of custom fields defined in the workspace with the most fields.

Example: If you have 5 custom fields defined in one workspace, and 1 or 2 in others, the lowest number you can configure here is 5.

The number that you set for User Story / Feature / Theme applies separately to each of these types.

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Custom field types and values

Custom fields can contain the following data types: Date, Free Text, List (single or multiple selection), Numeric, Users, or Memo.

  • Your 12 custom fields can include up to three User List fields and up to three Memo fields.

  • The following special characters are not supported in custom field names: \ ^ * #

  • When defining a List field, you can specify up to twenty list values. Click Sort A-Z to automatically sort the values alphabetically.

  • When defining values for a Multi Value List field, semi-colons (;) are not supported in list value names.

  • Memo fields can be defined at the site level only, and are available only in the entity details view.

    We recommend limiting Memo field values to 4000 characters. For larger amounts of information, use attachments.

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Track custom fields over time

In defects and user stories, you can track Single Value List and Numeric custom fields over time. This enables users to add the new field to custom Agile graphs on the Dashboard.

Other custom field types are not supported in custom Agile graphs.

In the Add field or Edit field dialog box, select the Track fields over time... option.

  • For each field type, you can track three site-level custom fields and two workspace-level ones. You can select different fields to track for user stories and defects.

  • Tracked data begins on the date that you enable tracking for the field, and users cannot display a custom field in Agile graphs unless it is being tracked.

Custom Summary graphs on the Dashboard can always display custom fields of the following types: Date, Free Text, Single Value List, Numeric, or Users . Multi Value List and Memo fields are not supported in custom Summary graphs.

For more details, see Create a custom graph.

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Move site-level custom fields to specific workspaces

On the Site > Fields page, select a site-level custom field. Click Move to Workspace and select the relevant workspaces.

The field is removed from the site level and added as a custom field in each of the selected workspaces. If the field was a required field, it remains required.

Custom Memo fields cannot be moved from site to workspace.

Caution:  

  • This action cannot be undone.

  • If any of the selected workspaces will exceed the allowed number of workspace-level custom fields, this action will be canceled for all workspaces.

  • The "Track over time" selection is not maintained when moving a site field to a workspace. Re-select manually in each workspace as needed.

  • If your data is synchronized with ALM, keep the following in mind: 

    If this field was previously synchronized, the synchronization will now succeed only in workspaces that still contain the field. For other synchronized workspaces, edit the synchronization link and remove this field from the list of mapped fields.

After you move a custom field, users must log out and log in again for the change to take effect.

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