Custom Fields Overview

Fleetio provides many pre-defined program fields to store details for various data records. You may wish to track additional information, and Custom Fields give you a place to store and report these values.

Custom Fields are available for Contacts, Tools, Expense Entries, Fuel Entries, Issues, Parts, Purchase Details, Purchase Orders, Service Entries, Vehicles, Vehicle Assignments, Vehicle Renewal Reminders, Vendors, and Work Orders.

Add Custom Fields

To add a Custom Field:

1. Go to your Account Menu and select Settings.

2. In the Settings Sidebar, click Field Management in the Organization section.
3. Select the Record Type for the custom field at the top of the page, then click the + Add Field button.

4. Fill out the Add Field form:

Record Type

Select the Record Type. If you want the same Custom Field for Vehicles and Tools, create two separate Custom Fields, one for each Record Type.

Vehicle Type

If you select the "Vehicle" Record Type, you'll have the option to select Vehicle Types for the Custom Field. If selected, the Custom Field will appear on the details pages of the selected Vehicle Types, when adding or editing those Vehicle Types, and on Associated Record Types.

For example, if you select the "Pick-up" and "Utility Truck" Vehicle Types, the Custom Field will only appear on Vehicles with a Vehicle Type of either "Pick-up" or "Utility Truck".

Category

The Category field appears when adding a Vehicle, Contact, or Tool custom field. Category is required to organize your fields into logical groups for Field Management.

Data Type

Define the Data Type this field should support. Once saved, Data Types for a Custom Field cannot be changed. Options include:

• Text - Allows users to freely input any text value
• Checkbox - Allows users to check ON and OFF, displaying a checked box when ON
• Date - Allows users to store properly formatted dates
• Dropdown - Allows you to specify a list of values, rendered as a standard drop-down selection

Values (Only for the Dropdown data type)

This allows you to define the values that will be presented to users in the drop-down choice list. Enter each value on its own line.

Label

A title or name for the Custom Field. The label must be unique - you can't have two Custom Fields with the same Record Type and label.

Description

Optional additional details. Descriptions appear as small text beneath the field on most Add / Edit screens or as hover-text over the label.

Require Custom Field

To require a specific Custom Field, check the box next to Required. Any user with edit access to the record must add a value for the required Custom Field when creating or editing a record in order to save the record. If the Custom Field is not entered, they will receive an error and must add a value before the record can be saved.

Restrict Access

Account Owners and Administrators always have full access to add, view, and edit Custom Fields.

By default, Custom Fields are unrestricted and Regular Users have access to view and edit. Any access restrictions are set on a per-field basis, and apply only to Regular Users.

Check the box to Restrict Access to apply restrictions.

Then select the roles for both Editable Roles and Viewable Roles. Any roles left out of these fields will not be able to view or edit the Custom Field.

5. Click the Save button.

Edit or Delete Custom Fields

Use an organization-wide strategy and good planning to avoid editing or deleting Custom Fields whenever possible, as there are important consequences to these actions.

Editing a Custom Field will change the name displayed in the Fleetio screen for the record type and in reports. However, it will NOT change the field name in the Fleetio database. Import templates and export CSV files will always be identified by the original field name. This is to protect the integrity of your data.

In addition, Data Types can't be altered for a saved Custom Field. If you need to change the type, create a new Custom Field, but keep in mind there can't be two fields with the same Record Type and label in Fleetio.

Deleting a Custom Field will REMOVE the field from ALL associated records for ALL users. Fleetio will prompt to confirm this action.

To edit or delete a Custom Field:

In Field Management in your Account Settings, click the More Actions Button at the end of the row:

Field Management

Field Management consolidates all your standard and custom fields into a single searchable index. Using Field Management, you can customize the details page layout for Vehicles, Contacts, and Tools by creating sections and choosing which fields appear in what order.

Click here to learn more about Field Management.

Enter or Import Custom Field Data

After you have created Custom Fields, you may edit any record to manually enter values OR import data, just as you would for any pre-defined program field. The data types for the Custom Fields require special handling in a Data Import.

Learn more in the Custom Fields Import Guide.

Report and Filter with Custom Fields

Custom Fields serve as a Filter option on various screens and reports in Fleetio. Click the Filters button to find your Custom Fields.

Custom Fields are also available in Reports that match the Record Type specified for the field. For example, Custom fields with the Vehicle Record Type will appear as available Filters and Columns on the Vehicles Report.

Vehicles Report Filters:

Vehicles Report Columns: