Custom Fields

Last updated: June 20, 2026

Custom fields let you add your own data fields to documents and master records, capturing the information your business needs that the standard form does not. They are the main way to tailor Cloudby to your operation without writing code, and they are deeper than they first appear.

What you will learn
  • How a custom field is defined
  • The field types available
  • Which records accept custom fields
  • How sections, validation and defaults shape them

Anatomy of a custom field

A field is defined by a handful of properties that together decide how it stores, displays and behaves:

  • Name – the internal identifier (stable, used in data and reports).
  • Label – the human text shown on the form.
  • Type – what kind of input it is (below).
  • Model – which record it attaches to.
  • Section and order – the labelled group it sits in, and its position within it.

Field types

The available types cover most data shapes: text and textarea; combobox list (pick from a fixed list you define) and combobox link (pick a linked record); radio buttons; date inputs as a date-of-birth, date, or date-time picker; and numeric inputs as number, decimal or currency.

Which records accept them

Custom fields can be added to a defined set of entities: on the sales side the Customer, Sales Quotation, Sales Order, Sales Delivery, Sales Invoice and Sales Product; on the purchase side the Vendor and Purchase Order; and the Employee in HR. These are the records flexible enough to carry your own data.

How it behaves

Sections, validation and defaults

Fields are organised into sections, labelled groups that structure a record (the employee's Person, Employment and Tax sections, for instance, are built this way). Each field can carry validation and formatting to constrain and present the input, a tooltip and placeholder to guide the user, an input style, a default value, and, for the list types, the list data it offers. Once defined, the field appears on every record of that model and becomes available to filter and report on.

Worked example

You add a “Delivery instructions” textarea to the Sales Order so drivers get site notes, and a “Loyalty tier” combobox list (Bronze, Silver, Gold) to the Customer. Both now appear on their forms, the tier is selectable from your fixed list, and you can filter reports by loyalty tier.

Edge cases and good practice

  • Name is the stable identifier; label is just display, so name fields thoughtfully because reports key on them.
  • Pick the narrowest type that fits (a list over free text) so data stays clean and reportable.
  • Group with sections so a record with many custom fields stays readable.
  • Only the supported models accept fields; design around that set.

Related