Custom Fields

Custom Fields allow organizations to track additional information specific to their business needs. These fields can be added to accounts or debtors and are visible throughout the system.

Click to enlarge - Custom fields setup and management interface

Accessing Custom Fields

1. Click the Administrator button (gear icon) in the top navigation bar
2. Select Accounts from the left sidebar
3. Click on Custom Fields

Understanding Custom Fields

Field Categories

Custom fields belong to one of two categories:

Category	Description
Account	Fields attached to the account record
Debtor	Fields attached to the debtor record

Field Types

DebtRecoup supports four field types:

Type	Description
Text	Free-form text entry
Money	Currency values
Date	Date picker
Phone Number	Phone with 10-digit validation

Creating Custom Fields

Add New Field

1. Click the Add button
2. Complete field configuration:

Field	Description
Category	Account or Debtor (required)
Label	Display name shown to users (required)
Data Type	Select from Text, Money, Date, or Phone Number (required)
Who can Edit	Permission level for editing this field

3. Click Save to create the field

Edit Permissions

Control who can edit custom field values:

Option	Description
Everyone can Edit	All users including Collectors
Managers or above	Managers, Supervisors, Administrators
Supervisors or above	Supervisors and Administrators
Only Administrators	Administrators only

Managing Custom Fields

Viewing Fields

The custom fields list displays:

• Field label
• Category (Account or Debtor)
• Data type
• Edit permissions

Editing Fields

1. Click the Edit button (pencil icon) next to a field
2. Update the Who can Edit permission
3. Click Save

WARNING

The Category, Label, and Data Type cannot be changed after creation. Only the edit permission can be modified.

Deleting Fields

1. Click the Delete button (trash icon) next to a field
2. Confirm deletion

WARNING

Fields with existing data cannot be deleted. Remove all data first or contact support.

Using Custom Fields

In Account View

Custom fields appear in the Custom Fields tab when viewing an account. Users with appropriate permissions can edit values directly.

During Import

Custom fields can be populated during account import:

1. In the import mapping step, go to the Custom tab
2. Map your file columns to existing custom fields
3. Or create new custom fields on-demand during import

Creating Fields During Import

1. In the import mapping screen, click Add Custom Field
2. Enter the field details (Name, Label, Category, Data Type, Edit Role)
3. Click Save
4. The new field is immediately available for mapping

Field Validation

Phone Number Fields

Phone numbers require exactly 10 digits:

• Non-numeric characters are stripped automatically
• Valid: (555) 123-4567 or 5551234567
• Invalid: 555-1234 (only 7 digits)

Date Fields

Dates use the format yyyy-MM-dd (e.g., 2024-01-15).

Best Practices

Naming Conventions

• Use clear, descriptive labels
• Keep labels brief (under 30 characters)
• Be consistent across similar fields

Planning Fields

1. Identify what additional data you need to track
2. Choose the appropriate data type
3. Set edit permissions based on who should modify values
4. Document purpose of custom fields for your team

Troubleshooting

Field Not Showing

• Verify the field was created successfully
• Check the correct category (Account vs Debtor)
• Refresh the page

Can't Edit Value

• Verify you have the required permission level
• Check your user role

Can't Delete Field

• Fields with data cannot be deleted
• Contact support for assistance with data cleanup

Related Documentation

• Import Accounts - Mapping custom fields during import
• Manage Accounts - Viewing custom field values
• Account Tabs - Custom Fields tab in account view