Getting Started Guide

Project Custom Fields

Zoho Projects supports project custom fields. Create your own fields and reorder them as per your business requirements.

Click to learn more about access privileges for Project Custom Fields.

Feature Availability

  • Feature Availability: Enterprise plan
  • Navigate to Portal ConfigurationLayouts and Fields > Projects to create custom fields for projects. If you are an admin but unable to access the above path, write to support@zohoprojects.com

Standard layout

  • Every project will have a default layout called the Standard Layout. All the projects in the portal will be associated with this layout. 
  • The standard layout has two default sections - Project Information and Budget.
    • The fields - Start Date, End Date, Project Overview, Status, Group Name, and Completion Percentage are the default fields in the Project Information section.
    • The fields - Currency, Billing Method, Project Budget, and Default Billing Status are the default fields in the Budget section.
  • The default fields can neither be edited nor deleted. 
  • You can add new sections and fields to the standard layout.

 Create custom field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop a field type from the New Fields tray into the layout editor (main panel).
    • Single-line text field: Add one line of text.
    • Multi-line text field: Add multiple lines of text. Hit Enter to key in more information.
    • Pick List field: Create your own dropdown using a pick list. Set values and wrap them under a pick list as per your business needs.
    • User Pick List field: Use this field when you have to store usernames.
    • Date: Store dates in this field
    • Number: Store numbers in this field. A number can have a maximum of 19 digits. You can either store an integer or a decimal in this field.
  5. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  6. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  7. Click Add to Layout to include the field in the layout. When you Cancel, the field is never stored anywhere.
  • A maximum of 50 custom fields can be created.
  • These fields cannot be duplicated.
  • Removing a field’s association from a layout will not incur data loss in the project. However, deleting a field from the portal will do so.

Add single-line text field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the Single-Line Text field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Set a Default Value if necessary.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Note:

  • Single line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Add multi-line text field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the Multi-Line Text field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Set a Default Value if necessary.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Note:

  • Multi-line text fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Add pick list field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the Pick List field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Add values. A pick list cannot be empty. Enter valid data in the editable text area and click Add Value.
    • Click the cross icon  beside a value to delete it. 
  7. Select a Default Value if necessary.
  8. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  9. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  10. Click Add to Layout. Learn how to edit an existing field.

Add user pick list field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the User Pick List field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Select users.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.

Add date field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the Date field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  7. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  8. Click Add to Layout. Learn how to edit an existing field.

Add number field

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a custom field.
  4. Drag and drop the Number field from the New Fields tray into the layout editor (main panel).
  5. Enter a Field Name. The field name is mandatory and unique.
  6. Choose whether the number is an integer or a decimal. A maximum of five integers and five decimals can be created.
  7. Select Mandatory checkbox if you want the field to be filled compulsorily. 
  8. Select Insert Tooltip checkbox if you want to set tooltip information for the field. 
  9. Click Add to Layout. Learn how to edit an existing field.
  • Number fields can be marked as containing Personally Identifiable Information (PII). If you select Encrypt Field, the data will be encrypted at the backend.

Edit custom field

  1. Navigate to Portal Configuration > Layouts and Fields > Projects.
  2. Open the standard layout editor and hover over the custom field you would like to edit.
  3. Click the pencil icon .
  4. Edit the field properties except the field name. You can change the field name also but the new name will be reflected in all the projects.
  5. Click Save Changes.

Custom fields can be edited in Enterprise plan only.

Reorder custom field

  1. Navigate to Portal Configuration > Layouts and Fields > Projects.
  2. Open the standard layout editor and hover over the custom field you would like to reorder.
  3. Drag and swap with another field in the editor. You can reorder fields as many times as you want until you get the desired order.
  4. Click Save Field Order.

Remove custom field from layout

  1. Navigate to  > Portal Configuration > Layouts and Fields > Projects.
  2. Open the standard layout editor and hover over the custom field you would like to dissociate.
  3. Click the cross icon .
  4. Confirm your action.
  • Removing a project custom field will not permanently delete it from the database.
  • The custom field will be moved to the Available Fields tray and it can be reused anytime later from this tray.
  • The data stored in the field will not be lost.

Delete custom field from portal

  1. Navigate to -> Portal Configuration -> Layouts and Fields -> Projects -> Fields.
  2. Hover over the field you would like to delete.
  3. Click the trash icon .
    • Deleting a custom field will affect all the projects in the portal. 
    • The data stored in the field will be lost
  4. Confirm your action.

  • Deleting a field from a portal will permanently delete it from the database.

Create or edit custom project status

  1. Navigate to  > Portal Configuration > Layouts and Fields > Projects.
  2. Click Standard Layout and hover over the Status field in the Project Information section.
  3. Click the Customize link with a gear icon at the top of the field.
  4. Click the +Add Status link to create a new status.
  5. Give a status name.
    • Click  or to the left of the status name to assign a color. Pick any color from the palette that matches the status name and type.
  6. Click Apply Changes.

Note:

  • When you edit a project you can select from the customized statuses to update the project status.  

Create or edit section

A set of sections form a layout. Similar attributes are placed inside a section. The standard layout of the project will have two default sections- Project Information and Budget. You can also create your own section and use it in the standard layout.

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to add a section.
  4. Drag and drop the +Add Section component from the left tray to the layout editor (main panel). Initially, the sections will be named "Untitled Section", "Untitled Section 1", "Untitled Section 2" and so on as you keep adding new sections in the layout editor.
  5. Hover over the section name and edit it.
    • You can also add new or existing custom fields to your section.
  6. Click Save Layout.

A section cannot be empty in a layout. 

Delete section

  1. Click  in the upper-right corner of the top navigation bar.
  2. Navigate to Portal Configuration > Layouts and Fields > Projects.
  3. Click Standard Layout to delete a section in the layout.
  4. Hover over the section and click the trash icon .
    • The  icon will be visible only when all the custom fields inside the section are removed. We recommend you to remove the custom fields first and then delete the section.
  5. Confirm your action.

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