Custom Fields Guide

Custom Fields Guide

Custom fields allow your agency to capture information specific to your business that isn't included in the standard order form. Track loan numbers, property codes, client references, or any other data your agency needs.

Table of Contents

1. What Are Custom Fields?
2. Creating Custom Fields
3. Field Types
4. Using Custom Fields on Orders
5. Managing Existing Fields
6. Best Practices
7. Examples

What Are Custom Fields?

Custom fields are additional data fields that you define for your agency. Unlike standard fields (client name, address, etc.), custom fields are tailored to your specific business needs.

Common Uses

Benefits

• Business-Specific Tracking: Capture the data that matters to your operations
• No Waiting: Create fields yourself without requesting changes
• Flexible: Add, edit, or remove fields as your needs change
• Queryable: Filter and search orders by custom field values

Creating Custom Fields

Access Custom Field Settings

1. Go to Dashboard → Settings → Custom Fields
2. Or navigate directly to: /dashboard/settings/custom-fields

Step 1: Create a New Field

1. Click the "Add Field" button
2. A form panel will appear on the right side

Step 2: Configure Field Properties

Step 3: Save the Field

1. Click "Save Field"
2. The field will appear in the fields list
3. The field is now available on all order forms

Field Types

Text

Best for: Short text strings (names, codes, references)

Examples:

• Loan Number
• Reference Code
• Department Name

Validation: Max 255 characters

Number

Best for: Numeric values that may need calculation

Examples:

• Property Square Footage
• Loan Amount
• Document Count

Validation: Must be a valid number

Date

Best for: Dates and deadlines

Examples:

• Closing Date
• Document Expiration
• Contract Deadline

Validation: Valid date format

Boolean (Yes/No)

Best for: Simple yes/no choices

Examples:

• Rush Order
• Mobile Notary Required
• Documents Reviewed

Validation: Toggle switch (true/false)

Textarea

Best for: Longer text content

Examples:

• Special Instructions
• Gate Code Information
• Parking Directions

Validation: Max 5,000 characters

Select (Dropdown)

Best for: Fixed set of options

Examples:

• Document Type (Deed, Mortgage, Affidavit)
• Property Type (Residential, Commercial)
• Priority Level (Low, Medium, High)

To Add Options:

1. Select "Select" as the field type
2. Click "Add Option" for each choice
3. Enter label and value for each
4. Drag to reorder options
5. Click "Remove" to delete options

Validation: Must match one of the defined options

Email

Best for: Email addresses

Examples:

• Contact Email
• Lender Email
• Attorney Email

Validation: Must be valid email format

Phone

Best for: Phone numbers

Examples:

• Borrower Phone
• Contact Phone
• Emergency Contact

Validation: Phone number format

Using Custom Fields on Orders

Creating an Order with Custom Fields

1. Go to Orders → "Add Order" or "Import Orders"
2. Fill out the standard order information
3. Scroll to the "Custom Fields" section
4. Fill in the custom field values
5. Required fields are marked with an asterisk (*)
6. Click "Save Order"

Viewing Custom Fields on Order Details

1. Open any order from the orders list
2. Click the "Custom Fields" tab
3. All custom fields and their values are displayed
4. Empty fields show as "—"

Editing Custom Field Values

1. Open an order in edit mode
2. Scroll to the "Custom Fields" section
3. Modify values as needed
4. Click "Save Changes"

Filtering by Custom Fields

1. Go to Orders → All Orders
2. Open the filter panel
3. Custom fields appear in the filter options
4. Select a field and enter a value
5. Orders matching your criteria are displayed

Managing Existing Fields

Editing a Field

1. Go to Settings → Custom Fields
2. Find the field in the list
3. Click the edit icon
4. Modify field properties
5. Click "Save Field"

Note: You cannot change the field type if the field already contains data. This prevents data corruption.

Reordering Fields

1. Go to Settings → Custom Fields
2. Drag fields to reorder in the list
3. Or edit the Display Order number
4. Changes save automatically

Deactivating a Field

1. Go to Settings → Custom Fields
2. Find the field in the list
3. Click the delete icon
4. Choose "Deactivate" to hide the field

Deactivated fields:

• Are hidden from forms but historical data is preserved
• Can be reactivated later
• Don't appear on new orders

Permanently Deleting a Field

1. Go to Settings → Custom Fields
2. Find the field in the list
3. Click the delete icon
4. Choose "Delete Permanently"

Warning: This removes the field definition and ALL values. This action cannot be undone.

Best Practices

Field Naming

DO:

• Use clear, descriptive labels ("Loan Number" not "LN")
• Keep labels under 30 characters
• Use consistent capitalization (Title Case)

DON'T:

• Use abbreviations that aren't obvious
• Include special characters
• Make labels too long

Field Type Selection

Choose the right type for your data:

Required Fields

Use sparingly:

• Only mark truly essential fields as required
• Too many required fields slows down order entry
• Consider what data is needed BEFORE an order can be processed

Display Order

Most important fields first:

• Place frequently-used fields at the top
• Group related fields together
• Use logical ordering (e.g., Loan Number, then Property Address)

Field Limits

Recommended:

• Keep under 20 active fields per agency
• More fields can slow down forms
• Deactivate unused fields instead of deleting

Examples

Example 1: Real Estate Closing Agency

Custom Fields:

Example 2: Title Company

Custom Fields:

Example 3: General Notary Service

Custom Fields:

Related Topics

• Order Management
• Agency Settings
• Data Exports

Need Help?

• Press Ctrl+/ anywhere to access context help
• Visit /dashboard/settings/custom-fields to manage your fields
• Email support@notarial.ink for assistance