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This feature is for Advanced Plan users.

Custom Fields

Custom Fields in Racko allow you to add additional, customized data fields to various entities in the system, such as items, transactions, and other data records. This feature provides flexibility to tailor Racko to your specific business needs.

Key Features​

  • Add custom fields to items, transactions, and other data records
  • Multiple field types available
  • Custom field values can pass from parent to child transactions
  • Use in form templates and reports
  • Set up alerts based on custom field values

Accessing Custom Fields​

To view, edit, or manage your Custom Fields:

  1. Go to Company > Miscellaneous > Custom Fields.

Adding a New Custom Field​

  1. Navigate to Company > Miscellaneous > Custom Fields.
  2. Click Add New on the top right.
  3. Fill in the following details:
    • Field Label: Name of the custom field (must be unique)
    • Field Type: Choose from available types (see below)
    • Default Value: Set a default value if desired
    • Required: Check if the field must be filled
    • Entity Names: Select which entities this field applies to
    • Choices: For 'choice', or 'multichoice' types, enter the options

Field Types​

  • Text: Single-line text, up to 100 characters
  • Number: Numerical field, up to 13 digits and 5 decimal places
  • Money: For currency values
  • Date: Date-formatted field
  • Boolean: Yes/No checkbox
  • List: Multiple text entries, adding each new text by pressing Enter or Tab
  • Choice: Single-select from predefined options
  • Multichoice: Multi-select from predefined options
  • Calculation: For computed values based on other fields
Calculation Fields

Calculation fields offer a way to automatically compute values based on other fields within the same entity. Here are some key features and usage details:

  1. Formula-based: Use mathematical and logical operations to create complex calculations.
  2. Reference other fields: Incorporate values from other custom fields or system fields in your calculations.
  3. Real-time updates: Calculation fields update automatically when referenced fields change.
  4. Supported operations:
    • Basic arithmetic: +, -, *, /
    • Logical operators: AND, OR, NOT
    • Functions: SUM, AVG, MIN, MAX, IF, ROUND, etc.
  5. Add Field Name:
    • Before writing a formula, you must select and use the correct field name
    • Enclose field names in curly braces and square brackets: {[Field Name]}
    • If possible, add them by selecting them from the Adding Calculation Field selection box list rather than typing them in
  6. Example formulas:
    • {[Quantity]} * {[Unit Price]} (Calculate total price)
    • IF({[Status]} == "Completed", {[Total Amount]} * 0.1, 0) (Calculate commission if status is completed)
    • ROUND(({[Field1]} + {[Field2]}) / 2, 2) (Calculate average of two fields, rounded to 2 decimal places)
  7. Usage tips:
    • Use parentheses to control the order of operations
    • Test your formulas thoroughly to ensure accurate results

Note: The complexity of calculations may impact system performance, especially for large datasets or frequent updates.

Using Custom Fields​

Once created, custom fields will appear:

  • On the edit page of the relevant entities
  • In the Column Chooser options for lists
  • In data exports and reports
  • As merge fields in form templates

Customize Column and Ordering on Each Page​

You can adjust the width and order of the custom field on the edit page of the related entity:

  1. Navigate to the entity list page or edit page
  2. Click the Gear Settings button in the top right corner
  3. Go to the Custom Fields section at the bottom
  4. You can use the handles on the left to drag and drop to change the order
  5. You can enter a number from 1 to 6 to adjust the width of the custom field
    • On a wide edit page, a value of 6 will take up half of the total width
    • On a narrow edit page, a value of 6 takes up the entire width

Best Practices​

  1. Plan your custom fields carefully to ensure they meet your business needs.
  2. Use clear, descriptive names for custom fields.
  3. Consider the impact on data entry and reporting when adding custom fields.
  4. Regularly review and update custom fields as your business needs evolve.

Limitations​

  • The number of custom fields may be limited based on your Racko plan.
  • Only certain field types can sync with QuickBooks Online.
  • Custom field names must be unique and cannot match existing system fields.

For more detailed information on using Custom Fields in specific processes, please refer to the respective sections in this documentation.