Custom fields

Every trade needs to note a few things Setaflow doesn’t ask for by default. A solar business needs the roof type and the system size kW. Custom fields add these to your contacts, records, tickets or appointments.

Go to Settings › Custom fields.

1. New Field: add a field.

Below it is the field layout. Each field shows its name, its type (such as Text, Dropdown or Decimal) and, for fields that describe a record, a Record tag. Drag the handle on the left of a field to move it. Drop a field beside another to put them in the same row; the width adjusts automatically. The ⋮ menu on each field lets you edit it, delete it, set who can see it, or mark it active or inactive.

Tip

Use a Dropdown instead of Text whenever the answers repeat, such as RCC flat, Sloped or tiled and Metal sheet. You can then filter and count by it.

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Add a custom field

1. Click New Field. The Create Custom Field dialog opens.
2. Under This field describes, choose:
   • A contact: shows on the client card. It describes the person.
   • A record: pick the Record type, or leave Every record type.
   • A ticket.
   • An appointment: asked in “How did it go?” when a visit is marked done.
3. Type the Field Name, for example Roof type.
4. Pick the Field Type: Text, Email, Phone, URL, Number, Decimal, Date, Checkbox, Dropdown, Multi-Select, Radio, or Separator (section divider).
5. For a Dropdown, Multi-Select or Radio, add the choices under Field Options.
6. If you want, pick a Section, add Help Text and a Default Value, and choose an Input Format such as Numbers only.

7. Scroll down and tick what you need:
   • Make this field required.
   • Prevent duplicate values: each contact must have a unique value.
   • Allow filtering: use this field to filter the list.
   • Show on the create form: asked when adding a new enquiry.
   • Show on the client card (or on the record, appointment or ticket).
   • Show as a list column: a sortable column in list views.
   • Let Seta AI read this field: off by default. Tick it only for fields the AI needs to answer with.
   • Active: turn off to hide the field from forms.
8. Under Field access by role, choose Read & Write, Read Only or Hidden for each role.
9. Click Create Field, or Cancel.

Important

Your plan sets how many custom fields you can have. When you reach the limit, Setaflow asks you to upgrade.

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Change or hide a field

• Change: open the field’s ⋮ menu and edit it. Click Update Field to save.
• Hide without deleting: mark it inactive from the ⋮ menu. Its values are kept.
• Delete: choose delete from the ⋮ menu and confirm.

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Where it shows up

• Contact fields show on the client card in Contacts.
• Record fields show on Records.
• Appointment fields are asked when a visit is marked done in the Calendar.
• Certificate templates can print a record field on the certificate, such as System size kW.

Good to know

• Owners and Admins can open this tab. Staff can’t.
• Your starter pack adds your trade’s fields, such as Site address, Roof type and Monthly electricity bill for solar.
• Sections group fields under a heading. Choose + New section… in the Section list to add one.

What’s next?

• Show a field on the service certificate
• Add a contact

Related articles

• Client record
• Roles and permissions