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Custom Fields ​

Extend Hidma by adding custom data fields to clients, projects, jobs, and users.

🎥 Video Tutorial ​

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Learn how to create custom fields and use saved data field types to reference existing data.

Overview ​

Custom fields in Hidma let you capture information beyond the standard fields provided out of the box. Every business has unique data requirements - perhaps you track industry classifications for clients, project risk ratings, job complexity scores, or employee certifications. Rather than forcing your data into predefined structures, custom fields allow you to extend client, project, job, and user profiles with exactly the fields you need.

The custom fields system is flexible and powerful. You can add unlimited fields to any entity type, choose from multiple field types (text, numbers, dates, dropdowns, multi-select), control whether fields are required or optional, determine field visibility and searchability, organize fields into logical sections on profile pages, and even reference existing data from your Hidma database as field options. This extensibility ensures Hidma adapts to your business rather than forcing your business to adapt to Hidma.

Where Custom Fields Appear ​

Client Custom Fields ​

Custom fields added to client profiles appear when viewing or editing any client. Perhaps you track:

  • Industry classification (dropdown selecting from predefined industries)
  • Referral source (text field noting how the client found you)
  • Account manager (saved data field referencing a user who owns the relationship)
  • Special billing instructions (text area for notes)
  • Payment terms (dropdown: Net 30, Net 60, Due on receipt, etc.)

These fields appear in the client profile interface, letting you record client-specific information that informs how you work with them. Custom client fields can also be used in filtering, reporting, and client grouping depending on your configuration.

Project Custom Fields ​

Project custom fields capture engagement-specific information. Examples include:

  • Project manager (saved data field selecting from your users)
  • Risk rating (dropdown: Low, Medium, High, Critical)
  • Completion percentage (number field tracking progress)
  • Review deadline (date field noting when partner review is due)
  • Budget authority (text field noting who approved the budget)

Project fields help you track engagement details that matter to your firm's project management methodology. They appear on project profiles and can inform project organization, filtering, and reporting.

Job Custom Fields ​

Custom fields on jobs add attributes to different types of work. Perhaps you track:

  • Complexity level (dropdown: Routine, Moderate, Complex)
  • Required certification (multi-select: CPA, CA, CFA, etc.)
  • Typical duration (number field in hours)
  • Approval required (yes/no checkbox)

Job fields help categorize and describe different work types, which can inform resource allocation, rate setting, and capacity planning.

User Custom Fields ​

User profile custom fields capture employee information beyond basic account details. Examples:

  • Employee ID (text field with internal identifier)
  • Professional certifications (multi-select from defined options)
  • Office location (dropdown selecting from office list)
  • Manager (saved data field referencing another user)
  • Hire date (date field for employment start)
  • Specialized skills (multi-select or text area listing capabilities)

User custom fields enrich employee profiles with information relevant to resource management, skill tracking, and organizational reporting.

Field Types ​

Alphanumeric (Text) ​

Standard text fields accepting letters, numbers, and symbols. Use for:

  • Short text responses like names, codes, or identifiers
  • Single-line information that doesn't need formatting
  • Freeform text up to a defined character limit

Text fields provide maximum flexibility but offer no validation beyond length limits. Users can enter anything, so they work best for information without strict format requirements.

Text Area ​

Multi-line text fields accepting longer content. Use for:

  • Notes and descriptions requiring multiple lines
  • Instructions or special requirements
  • Comments and explanations

Text areas let users enter paragraphs of information with line breaks, making them appropriate for detailed notes that won't fit in single-line text fields.

Number ​

Numeric fields accepting only numbers (typically integers or decimals depending on configuration). Use for:

  • Counts and quantities
  • Percentages
  • Scores and ratings
  • Budget amounts

Number fields validate that entries are numeric, preventing text entry. They enable mathematical operations in reports and can have minimum/maximum value constraints.

Date ​

Date picker fields letting users select calendar dates. Use for:

  • Deadlines and due dates
  • Start and end dates
  • Milestone dates
  • Anniversary or compliance dates

Date fields provide a calendar picker interface ensuring valid dates and consistent formatting. They enable date-based filtering, sorting, and timeline views.

Fields offering a predefined list of options where users select exactly one. Use for:

  • Categories and classifications with mutually exclusive options
  • Status or state selections
  • Priority levels
  • Yes/No or True/False choices

Dropdown fields enforce data consistency by limiting options to predefined choices. All entries use exactly the same values, enabling reliable filtering and reporting.

Multi-Select ​

Fields offering multiple options where users can select one or more. Use for:

  • Tags and labels where items might belong to multiple categories
  • Skills or certifications where people have several
  • Features or characteristics with non-exclusive options

Multi-select fields work like dropdowns but allow checking multiple options. They create structured data while accommodating items that fit multiple categories.

Saved Data Fields ​

Special dropdown or multi-select fields that reference existing data in your Hidma database rather than using predefined custom text options. Currently available saved data types include:

Users - Select from your Hidma user accounts. Use for:

  • Assigning responsible parties (Project Manager, Account Manager, Reviewer)
  • Identifying relationships (Reports To, Mentored By)
  • Tagging involved personnel (Approvers, Stakeholders)

Clients - Select from your client list. Use for:

  • Referencing related clients (Parent Company, Referred By)
  • Linking associated entities (Sister Company, Affiliate)

Saved data fields ensure referential integrity - you can only select items that actually exist in your database. If you select a user as Project Manager, you know they're a valid user account. When users are deactivated, you can configure whether they remain available in saved data fields or are filtered out (showing only active users).

Saved data fields can be single-selection or multi-selection depending on whether you want to allow picking one option or multiple.

Creating Custom Fields ​

Accessing Field Configuration ​

Navigate to Settings, then find the configuration section for the entity type you want to customize:

  • Client fields: Settings → Configuration → Client Settings → General → Edit Fields
  • Project fields: Settings → Configuration → Project Settings → General → Edit Fields
  • Job fields: Settings → Configuration → Job Settings → Edit Fields
  • User fields: Settings → Configuration → User Settings → Edit Fields

The field configuration interface shows existing fields (both standard and custom) organized into sections. You'll see field names, types, and whether they're required or optional.

Adding a New Field ​

Locate the section where you want the field to appear, then click "Add Field" or similar button. A new field row appears with configuration options:

Field Name - Enter the label that will appear on the profile. Perhaps "Project Manager," "Industry Classification," or "Risk Rating." Choose clear, descriptive names that communicate what information belongs in the field.

Field Type - Select the appropriate type from the dropdown:

  • Alphanumeric for short text
  • Text Area for longer text
  • Number for numeric values
  • Date for calendar dates
  • Dropdown for single-selection from predefined options
  • Multi-Select for multiple selections from predefined options
  • Saved Data for referencing existing database records

Field Options (for dropdowns and multi-select) - If you chose a dropdown or multi-select type, specify the available options:

For custom entries: Enter each option (one per line or using the provided interface). Perhaps for "Priority" you'd enter: Low, Medium, High, Critical.

For saved data: Choose the data type (Users or Clients), then select whether to show all records or filter (perhaps only active users). For multi-select saved data fields, decide if users can select multiple items or just one.

Required vs. Optional - Check whether this field must be filled in before saving the profile, or if it's optional information that can be left blank. Make fields required only when the information is truly necessary - excessive required fields create friction and frustration.

Searchable - Determine whether users can search by this field's values. Searchable fields appear in search filters and can be used to find records matching specific criteria. Enable searchability for fields you'll use to categorize and filter, like industry classifications or status values.

Save Configuration - Click Save to create the field. It immediately becomes available on all profiles of that type (all clients, all projects, etc.).

Organizing Fields into Sections ​

Custom fields can be added to existing sections on profile pages or placed in new custom sections you create. When configuring fields, you select which section each field belongs to:

For clients: Perhaps add fields to "Client Details," "Billing Information," or create a custom "Additional Information" section.

For projects: Add to "Project Details," "Budget & Rates," or create a "Risk Management" section.

Thoughtful section organization keeps related fields together and makes profiles scannable rather than overwhelming walls of fields.

Reordering Fields ​

Most field configuration interfaces let you drag fields to reorder them within sections. Place the most important or frequently-used fields at the top where they're immediately visible. Less critical fields can appear lower in the section or in separate expandable sections.

Good field ordering improves usability by presenting information in logical sequences that match how people think about the data.

Using Custom Fields ​

Filling in Custom Fields ​

When creating or editing an entity (client, project, job, or user), custom fields appear alongside standard fields in their designated sections. Fill them in just like any other field:

  • Text fields: Type the information
  • Dropdowns: Select from available options
  • Multi-select: Check all applicable options
  • Date fields: Use the calendar picker to select dates
  • Saved data fields: Choose from the dropdown of existing users or clients

Required fields prevent saving until filled in. Optional fields can be left blank if the information isn't available or applicable.

Editing Custom Field Values ​

Custom field values can be changed any time you edit the profile, just like standard fields. Navigate to the entity, click Edit, modify the custom field values, and save. Changes take effect immediately.

Searching and Filtering by Custom Fields ​

When custom fields are marked searchable, they appear in filter interfaces throughout Hidma. Perhaps you can filter the client list to show only clients in the "Manufacturing" industry, or filter projects to show only "High Risk" rated engagements. The exact filtering capabilities depend on field type and searchability configuration.

Searchable custom fields make your custom data structure useful for organizing and analyzing your information, not just recording it.

Best Practices ​

Custom Field Tips

Plan Before Creating Before adding custom fields, think through what information you actually need to capture and how you'll use it. Don't add fields just because you might someday want that data - create fields that support current business processes and reporting needs. Each field adds complexity to profiles; ensure the value justifies the overhead.

Use Consistent Naming Name fields clearly and consistently. If you abbreviate on some fields, abbreviate on all. If you use title case for some fields, use it for all. Consistency makes profiles easier to scan and understand. Good naming: "Industry Classification," "Risk Rating," "Project Manager." Poor naming: "Ind Class," "risk rating," "PM."

Choose Appropriate Field Types Match field types to your data. Use dropdowns for standardized categories, not text fields where everyone types differently. Use number fields for numeric data to enable calculations. Use dates for calendar information to get proper sorting and filtering. The right field type enforces consistency and enables functionality.

Limit Required Fields Make fields required sparingly. Every required field creates friction during data entry and can block saving when information isn't available. Ask: "Can we proceed without this information?" If yes, make it optional. Reserve required status for truly essential information that must always be present.

Define Clear Dropdown Options When creating dropdown or multi-select fields with custom options, define a complete but concise option list. Too few options force users to choose inapplicable selections; too many options create overwhelming lists. Aim for 3-12 options covering the common cases with perhaps an "Other" option for edge cases.

Use Saved Data Fields Appropriately When you need to reference existing users or clients, always use saved data fields rather than text fields. If you create a text field for "Project Manager" and users type names, you'll get inconsistent entries (Bob vs. Robert, misspellings, etc.) and can't link to actual user accounts. Saved data fields maintain referential integrity and enable proper data relationships.

Document Field Purposes Add description text or tooltips explaining what belongs in each custom field, especially when the purpose might not be obvious from the name alone. Perhaps "Risk Rating - Assess project complexity and potential compliance issues: Low (routine), Medium (some complexity), High (significant regulatory requirements), Critical (intensive oversight needed)." Clear descriptions ensure consistent data entry.

Review and Clean Up Periodically review your custom fields to identify any that are rarely used or no longer relevant. If nobody fills in a field or its data isn't used for decisions, consider removing it to reduce profile complexity. Custom fields should earn their place by providing value, not accumulate indefinitely.

Common Scenarios ​

Scenario: Tracking Project Managers ​

Situation: Want to record who manages each project and filter projects by project manager.

Solution: Create a custom field on projects named "Project Manager." Set field type to Saved Data > Users > Active Users Only. Make it single-selection (one manager per project). Mark it searchable so you can filter projects by manager. When creating projects, select the managing user from the dropdown. You can now see at a glance who manages each project and filter your project list to show all projects managed by specific people.

Scenario: Client Industry Classification ​

Situation: Serve clients across multiple industries and want to track industry for reporting and specialization analysis.

Solution: Create a custom dropdown field on clients named "Industry." Add industry options like: Manufacturing, Healthcare, Technology, Professional Services, Retail, Financial Services, Nonprofit, Government, Other. Make it required if you always need this classification, optional if some clients don't fit clear categories. Enable searchability. When creating clients, select their industry. Generate reports grouped by industry to understand your practice composition and identify specialization areas.

Scenario: Job Complexity Ratings ​

Situation: Want to categorize jobs by complexity to inform resource assignment and rate setting.

Solution: Create a custom dropdown field on jobs named "Complexity Level" with options: Routine, Moderate, Complex. Mark it searchable. When configuring job types, assign appropriate complexity levels. Use this field when assigning work - match routine jobs to junior staff, complex jobs to senior staff. Filter jobs by complexity when planning capacity or setting billing rates based on typical complexity.

Scenario: Employee Certification Tracking ​

Situation: Need to track which team members hold professional certifications for compliance and resource planning.

Solution: Create a custom multi-select field on users named "Professional Certifications" with options matching your profession: CPA, CA, CFA, CFP, ACCA, CMA, etc. Make it optional (since not everyone has certifications). Users can select all certifications they hold. When staffing projects requiring specific credentials, filter your user list by required certifications to find qualified personnel.

Scenario: Project Risk Assessment ​

Situation: Want to flag high-risk projects for extra oversight and track risk patterns.

Solution: Create a custom dropdown field on projects named "Risk Rating" with options: Low, Medium, High, Critical. Add a description explaining criteria for each level. Make it searchable. When creating projects, assess risk and select appropriate rating. Partners can filter to view all High and Critical risk projects for extra monitoring. Over time, analyze whether certain client types or project types consistently receive high risk ratings.

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Custom fields extend Hidma to match your business needs. Start with a few critical fields and expand as you identify additional requirements.

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