– Define your own fields


The task management website allows to define project-specific fields. These can be used to classify/aggregate tasks beyond the existing search and tagging mechanism. For example, create a contact list with separate fields for email address, phone number, address and other fields:

Project-specific fields in a list

In this example, the project-specific fields are “Email”, “Phone” and “Married?”. They are all hidden in the details of an entry, but the first entry (“Brad Pitt”) is extended; that’s why the details are displayed.

You could share this project to a group of people with the Share icon, and everyone could fill in his/her own contact details.

Setting up the project-specific fields

Choose “Define own fields” in the dropdown menu on the top right within a project:

Defining your own fields

You can define up to ten project-specific fields – meaning that each task/entry in this project can have these additional attributes. This enables you to track additional attributes per task, such as external IDs, links etc. Such project-specific fields can be edited like other fields. Define per field:

  • The label – a text string up to 32 characters long. This will be displayed within the task.
  • The helptext – a text string up to 256 characters long. This will be displayed when editing the task (and as mouse-over hint). It should explain the meaning/usage of the field. Can be left empty.
  • The settings if this field should also be display in the task overview (or only in the task details), and if it is mandatory (required) or not, i.e. the user has to fill it or not (not applicable to all types of fields).
  • The type – this has impact on the allowed values. The field type determines how the field will be displayed.
    • Text/phone/email/address fields can hold up to 64 characters of text.
    • Number fields hold numbers with up to two decimal digits.
    • Checkboxes can be on or off.
    • Date and Date/Time fields hold a date or a timestamp.
    • Enumeration fields can have up to seven (text) options – fill only the options you need.
    • An external link can have a static prefix (e.g. adding ‘’ as prefix will search for the entered term).

Leave the label of a field empty (or delete an existing label) if you don’t want to use this field. Labels or texts of project-specific fields will not be automatically translated.


For a contact list I defined some project specific fields such as email address, phone number etc:

Project-specific fields definition

When editing a task, you can now set values for the respective fields, depending on their type:

Assigning values to project-specific fields

In the task overview, you will see those project-specific fields which are marked as “Show in overview”. The other project-specific fields are only visible within a task details. The example above was changed to show some fields in the overview:

Project-specific fields in task overview

Depending on the type of the field, you can search for it in the task overview by clicking on it; this triggers a normal search for the term. This means that possibly other search hits may be displayed as well which contain this term. In other cases (e.g. a field of type “Email”), context-specific actions are triggered, e.g. calling up your email program with the email address prefilled.

Of course, project-specific fields are part of the PDF export, so you can easily export the full contact list.

You should also read – General intro & usage ideas to see how you can use the address field for showing data on a map.

This article was written by Frank

Corporate Banking expert at and occasional hobby website creator...

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