Custom Fields

Custom fields let you extend FreeMaint entities with fields specific to your operations — without waiting for a feature request. Available on Work Orders, Assets, Parts and Purchase Orders (Business tier).

Supported field types

• Text — single-line, max 500 chars
• Long text — multi-line, max 5,000 chars
• Number — integer or decimal
• Date — ISO date with optional time
• Boolean — yes/no toggle
• Select — dropdown with predefined options
• Multi-select — multiple options
• URL — clickable link with validation

Creating a custom field

1. Open Settings → Custom Fields — Administrators, and anyone whose role may configure the CMMS.
2. Pick the entity — Work Order, Asset or Part.
3. Define the field — Type a Field name and pick a type, then mark it required if needed. The internal ID is generated automatically from the name — open Advanced only if you want to customize it.
4. Save — The field appears immediately on every entity create/edit form for that type.

Filtering and reporting

Custom field values are indexed and filterable in list views and reports. You can group, count and aggregate by custom field — same as built-in fields.

Existing data

Adding a new custom field doesn't touch existing rows — they get the default value (or NULL if no default). Removing a field soft-deletes it; values are kept in audit logs.

Renaming or removing a list option

Records store the option they were given. When you rename or remove options of a list field that records still use, saving asks what those records should hold instead — a renamed line is suggested automatically — and moves them in one step, together with the conditions and workflow rules that name the old option. Choose "Keep as is" to leave them unchanged: they then show the old value, marked as no longer in the list, and it can still be saved until someone picks another option.

Organizing fields into sections

Give each custom field an optional Section name to group related fields under a sub-header on the form (for example 'Categorization' or 'Impact analysis'). Fields without a section appear under the default 'Custom Fields' heading. Use the up and down arrows on the Custom Fields settings page to reorder fields within a section.