What are Custom Fields? | ClickUp Tutorial for Beginners

In this video we're going to talk about Custom Fields in ClickUp -- aka the reason I originally made the jump from Asana!
Custom Fields are ways to store structured data within ClickUp. These fields are attached to Tasks in your Workspace and can be attached at the Space, Folder, or List level.
In this video (as part of our continued Feature Friday series!) I'll be going through WHAT are Custom Fields, WHY would people use Custom Fields, and PRO TIPS to avoid screwing up your ClickUp account while using Custom Fields.
We'll cover:
00:00 ClickUp Custom Fields
0:42 Hi! I'm Layla at ProcessDriven
1:19 What are ClickUp Custom Fields? (Beginner Explanation)
5:23 Why would you use Custom Fields in ClickUp?
7:14 Side Note - Clickup Automations ( • Automation in ClickUp ... )
8:20 Warnings/Tips about ClickUp Custom Fields
8:39 Name your Custom Fields Carefully
9:22 Use Existing Custom Fields
10:08 Be careful when deleting your fields. Read the pop up!
11:28 Use Custom Fields for your Workflow "Stages"
11:59 Custom Field Permissions
12:24 Custom Field Order
12:55 Pin Custom Fields
13:27 Hidden Custom Fields vs. Visible Custom Fields
15:22 ClickingUp Community is here for you! (processdriven.co/services/cli...)
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[@LaylaPomper]

What should I cover next? Statuses vs. Custom Fields...or ClickApps...or something else? 😊

[@mukulsingh6027]

Statuses vrs custom fields for sure!

[@curlsandbeyond]

Statues vs custom fields pls

[@mzjackielove]

Statuses vs custom fields

[@LaylaPomper]

HA! Well this one has been pretty unanimous so far! 😄

[@KateDosterVideos]

Custom fields vs statuses!

[@TheRabbleAt22]

Super helpful, as always. There’s so much to learn :-) Thank you, Layla.

[@LaylaPomper]

Glad it was helpful, Shay!

[@localgoodscompany]

You are seriously so good! Did the course and now going through all your videos.

[@LaylaPomper]

That makes me so happy to hear! 🥰

[@WillBelden]

Watching this video really helped me start setting up the space. Definitely helped to overcome "what's the right way?!" block!

[@LaylaPomper]

So happy to hear that Will! ☺️

[@rmattbill]

This was SOOOOO helpful. Thank you, thank you, thank you!

[@LaylaPomper]

You got it!!

[@TonyAnczerRE]

Just started integrating ClickUp for my team (grew out of Asana…) and your videos are super helpful 😁 thanks for the great content!

[@LaylaPomper]

Thanks so much! I'm glad our videos have been helpful to you. 😄

[@digitalkm]

Hey Layla, thank you so much for your videos!

[@LaylaPomper]

Thanks for watching!

[@jenniferlewis7458]

Layla, your realization that you were about to go on a tangent and paused to chomp on your lower lip HAS ME IN STITCHES 🤣 Aside from all the brilliant information in this video, those two seconds alone make this entire episode ✨golden ✨ 😆

[@LaylaPomper]

HA! I've gotten so much better at this but PHEW it's still so hard to explain just one idea at a time that fits within a short KZbin container!

[@petkotonchev2083]

Hello Layla, thanks for your tutorials full of little and helpful hints. It is one thing (regarding the dropdown sub-statuses) that I did not mage/figure out on how to be done and hopefully you will be able to help out. Is there a way to set up a dependency/relationship between dropdown values and task status? For example, if I have set up a custom field that contains a dropdown list with ten values, can only three of them shown if the task is in status = ‘Pending’. Similar to a relationship, but the relation be made/configurable to statuses.

[@LaylaPomper]

You can connect this data by using ClickUp automations. ☺️

[@albertoballesteros6498]

Thanks!! I love you Layla

[@LaylaPomper]

Hey Alberto! Happy to help :)

[@michaelschultze3595]

Thank you so much for your tutorials. They are really helpful and of high quality. I love the incredible variety of ClickUp, but I can not really approach to :-( I can create my tasks and projects with the all options. Projects a re folders, lists are like sub-projects .. and so on. Everything fits somehow. But then. I don't know where I stand the next day. From which project to which to do today? What is the status of everything? How to have a focus. Fast!. I keep losing track :-)

[@LaylaPomper]

I’d suggest living entirely out of Notifications, Home, and Views (vía Favorites) to help you focus! 🙂

[@mary-annfife9559]

Hi Layla, thank you for this video! Do you know whether you can create a dashboard to track a change in custom field over time? e.g. last week I had 1 complete task and this week I have 4? Where the custom field is essentially used as a status column.

[@LaylaPomper]

Hey Mary-Ann! Just getting caught up on comments🙈 Great question! I recommend using a Cumulative Flow widget and selecting the "Source" to be the Custom Field you created. Then, select the time range you want to see and toggle off the "Group by Status" option. If you have subtasks using the Custom field and would like those included, turn on that setting too. Remember to include "Closed," as this could refer to your "completed" status.

[@DahanaL]

Thank you for the video. I have a question, How do you make custom fields sync across folders and or task and sub tasks?

[@LaylaPomper]

Hey! This would be an excellent question to ask inside of our free Facebook group, the ProcessDriven Collective! Check it out and join here: processdriven.co/group

[@jenniferlima963]

thanks! i'm a brazilian and there's no portuguese version. so i had a huge problem with this app, but your video helped me a lot :)

[@LaylaPomper]

Thanks so much for commenting, it means a lot! 😄

[@sitwithme8167]

Yes what's the main reason for custom fields over statuses for workflow?! Dying to know!

[@LaylaPomper]

You're in luck! That video was just created this week and should be released this month! If you're subscribed and have your notifications on, you'll receive a ping from KZbin as soon as it's public! :)

[@curlsandbeyond]

Thanks for this, I've been enjoying using the custom fields for prospects / new potential clients board and I've set up an automation that sends them to a new folder when they become a client to start the onboarding process. I feel like I'm getting the hang of it. Still haven't attempted to move the rest of my tasks over from Asana. It scares me 😳

[@LaylaPomper]

Hey Janet! Can you put into words what's keeping you back from moving the rest of your tasks over? What's in Asana that you don't feel clear on in ClickUp? 😄

[@KateDosterVideos]

Fancy meeting you here Janet! Don’t tell Trello the team and I are cheating on it with ClickUp. It’s just so make better for teams

[@curlsandbeyond]

@@KateDosterVideos ha ha ha 🤣 fancy seeing you here. Well I've been breaking up Asana for a few months now. It's been a rocky relationship ... We've broken up and gotten back together several times 😂. Your secret is safe with me

[@KateDosterVideos]

@@curlsandbeyond Excellent. Trello was great when it was just me, but now we’re a team of 4 not so much.

[@curlsandbeyond]

@@KateDosterVideos same here. It's taking some time, but I'm getting used to CU and using it the way I want

[@criaatva]

Hi, how are you? I need some help. I have a custom field used by the project's sales team, which indicates the price at which the project was sold to the client. I would like to know if it's possible for this custom field to be exclusively visible to the sales team? I want to ensure that no one else can access this field. Thank you very much.

[@samiam369]

I came for learning how to tame the ClickUp Beast, I stayed for the muppet swing-into-view intro 😂

[@LaylaPomper]

Hey Fran! Just getting caught up on comments🙈 I'm so glad you find it entertaining🤣

[@AdamLundquist]

What an entrance!

[@jamescrook8364]

Layla, is there a way to apply the same value to multiple fields in a space/folder/list? OR, is there a way to create formulas in automations? It's crazy that you cannot do that! Pulling my hair out

[@LaylaPomper]

1 - Yes! All Fields “Ripple Down”. For example, add it to the Space and it’ll apply to the whole Space. 2 - No, not at this time! You can by using third-party tools, however.

[@DamonIrving]

Are you able to explain Custom Fields Uses? The free plan only gives you 60 or 100 uses (one of these) and once you hit that, you can’t use them anymore. What defines 1 use?

[@LaylaPomper]

Check out this help doc! help.clickup.com/hc/en-us/articles/6303536766231-Intro-to-Custom-Fields#:~:text=Different%20Custom%20Fields%20contain%20different,and%20subtasks%20in%20that%20List. "A use is counted each time you add a value to a Custom Field on a task."

[@RiyazMansoor]

Is it possible to lock/hide unlock/show custom fields based on another field (eg: status) ?

[@LaylaPomper]

It is not. ☹️

[@woodsmedialab]

Just starting with custom fields and I've run into an issue. I've used a form to collect data, that then shows up in custom fields. This issue is when I view the text in the custom fields, it doesn't show all the text, unless I click on that box. Is there any way to change this?

[@woodsmedialab]

I just spent an hour with clickup support and there's no option at this stage to do what I want, so i'll go back to just using a doc.

[@scottbaker8528]

It seems that I cannot see Customer Fields as an option to fill out when creating a new Task on the iOS App. I have to create the task, then reenter the task, and then fill out the customer files. Is this correct?

[@LaylaPomper]

It's a limitation of the App. 😢 If you go onto a web browser, you should see something closer to what the video shows.

[@atxridebranding9819]

Tough!

[@tonypunch12]

im using free plan. Is there a way to replace custom field to use group function?

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Are you trying to group Custom Fields? If so, you can Group by "Custom Field" and select the Custom Field they want to group by. This is available in the Free Plan (see the image attached) If they don't want to use Custom Fields but want to Group, there's the ability to group by Status, Assignee, Tags, and Due Date. (Not Custom Fields) Lastly, another thought I have is if you mean sort within the Custom Field, if so, you can do so too! Sort an entire column of a Custom Field to display the field options in groups. Hope this helps!

[@tonypunch12]

@@LaylaPomper Thank you. It is very useful. I used tag for grouping instead of custom field for the free version.

[@LaylaPomper]

@@tonypunch12 Great workaround!

[@ZatriX_ZA]

Is it possible to show custom fields on the card in board view?

[@LaylaPomper]

Hey! Here's an article that may help: help.clickup.com/hc/en-us/articles/6330455628439-Show-Custom-Fields#:~:text=To%20display%20Custom%20Fields%20in%20Board%20view%3A,Click%20Custom%20Fields.

[@ZatriX_ZA]

@@LaylaPomper Thanks, that worked! )

[@JG_TVDirector]

So I have created a custom field in a list, i have now decided i should have put it in the space to its available everywhere. How can I "promote" from a list to a space?

[@LaylaPomper]

Yup! Just add the same Existing Field at the Space level and it'll automatically merge.

[@JG_TVDirector]

grea,t and thank you.

[@myfavoritethings8093]

My drop-down box for List Settings does not have Custom Fields and it does not have a lot of what yours shows. Yours looks completely different. I wonder why that is...

[@LaylaPomper]

Hey! Just getting caught up on comments🙈 Since this video is 2 years old, ClickUp has done a LOT of updating since then so it'll look quite a bit different. But here are some possible solutions: A - The ClickApp for Custom Fields is off B - your permission settings - I'm only saying this because there are other possible things. Is it your Workspace? Or are you missing other ClickApps that need to be enabled like Automations?

[@DahanaL]

What I mean is the information you add to the custom field.

[@DodaGarcia]

OMG YES that felt very crippling to me in Asana too. I know pricing SaaS is very difficult but It's just so nonsensical to me when companies offer free plans in which they make the software next to useless. If your software is meant to help businesses, then why not make the pricing follow the growth of the business by charging for storage, number of users, things that indicate a company is growing from the app? It's almost pure profit to them anyway. It sounds really counterproductive to try and turn free users into paid users by getting in the way of the revenue they're trying to generate with the app in the first place.

[@LaylaPomper]

This is a FANTASTIC point! I never really thought of it in such a succinct way but "why not make the pricing follow the growth of the business by charging for .... things that indicate a company is growing from the app?" is probably the best argument I've heard for revising the feature-based pricing structures that just make me so frustrated. 😂

[@julieyoung6294]

Don’t appear to offer custom fields on free plan now

[@LaylaPomper]

They do, but it’s limited to 100 uses.

[@cindyachterhoff3378]

I was loving Clickup then I got a message that I had meet my 100 uses of custom fields. NOT that I had a 100 custom fields. On the free you can only create, move, switch, 100 times and then custom fields is locked. This was so sad.

[@LaylaPomper]

😕 That is sad. But ClickUp can still be very helpful without Custom Fields!

[@frankscott5719]

Can I pay you to just set up my click up?

[@LaylaPomper]

Hey Frank! ProcessDriven doesn't offer 1:1 services, but we do have the ProcessDriven Membership! You can find all of the details here: processdriven.co/services/membership - Karleigh at ProcessDriven

[@LowellB]

Statuses

[@LaylaPomper]

Hey Lowell! Just getting caught up on comments🙈 Here's a video talking more about statuses: kzbin.info/www/bejne/paS1koCgdpt2es0 Hope this helps!

[@KKBStarstuff]

Click apps

[@LaylaPomper]

Thanks for voting, Kimberly! 😊

[@TayloinRev]

Statuses

[@LaylaPomper]

I come bearing good news! :D kzbin.info/www/bejne/paS1koCgdpt2es0

[@TayloinRev]

@@LaylaPomper Thank you - clearly I'm a bit late in finding you . . . been on CU for about a year and enjoy it quite a bit!! Feel very confident but love learning from others. Agree on simple is better for Statuses!

[@shawnpesh]

Click apps