Custom fields let you add things like text boxes, tick boxes, drop-down lists, date pickers, and other fields to any screen in your Current RMS system so you can store additional information.

If you like, you can pull through your custom fields to document layouts to create truly bespoke documents.

Custom fields can also be pulled through to discussion templates, too.

This is an advanced tutorial for folk who like to dig into the HTML & CSS that makes up our documents. If that’s not you, don’t worry! We offer a free document layout modification service so we’re happy to do this for you.

Why pull through custom fields to documents?

  • Product translations
    Do you operate in multiple languages? Create custom fields against your products to store an alternative name or description and pull those through to opportunity documents.
  • Additional product information
    Create fields for product website, dimensions, or other data and display this on your opportunity documents.
  • Risk assessments
    Make tickbox custom fields against an opportunity and pull through the values of those for a handy risk assessment checklist that can be shown on opportunity documents.
  • Payment terms
    Create a drop-down box for payment terms against your organizations and have this pull through to your invoice documents.
  • PAT or testing information
    Create a PAT certificate by logging test information in fields against your stock levels. 

Hiding information

Liquid can also be used to manipulate data that’s displayed on your documents, great for selectively hiding information. We’ve a full guide that runs through this, see: Hide items or groups on your documents 

Create custom fields

If you’ve not already, create your custom fields in System Setup > Custom Fields

Get started

To add custom fields to documents layouts, use the Document Layout Field Name in System Setup > Custom Fields.

This is generally the name of the custom field with underscores replacing spaces. For example, “Test Date” becomes test_date

The way you access the custom field depends on both the module where you created the field, as well as the document you wish to access it in. Use our object guides to determine how you should access your custom field, see: Liquid objects

Quick examples

  • To access a product custom field in the opportunity items loop
    {{ item.product.custom_field_name }} 
  • To access an organization custom field on an opportunity or invoice document
    {{ customer.custom_field_name }} 
  • To access opportunity custom fields on an opportunity document
    {{ order.custom_field_name }} 

Data types

Boolean

Custom fields with the type boolean (i.e. a tickbox) store data as a string rather than true  or false . Values are:

  • Yes 
  • No 
  • blank

To use a boolean in your documents in liquid tags, check to see if a string is “Yes” or “No”. For example:

{% if customer.rented_before == “No” %}
  <p>Great to have you rent from us for the first time!</p>
{% elsif customer.rented_before == “Yes” %}
  <p>It’s good to see you again!</p>
{% endif %}

Multi list of values

Custom fields with the type multi list of values (i.e. a list of tick boxes) store data as a string containing all of the list items.

To check whether a value is present, use the contains operator. For example:

{% if order.opportunity_notes contains “Fire Safety Kit Needed” %}
  <p>You’ve asked us not to supply a fire safety kit, so remember to bring your own.</p>
{% endif %}

Need help?

Remember we offer a free document layout modification service, so we’re happy to help with document changes. Get in touch with us using the help bubble at the bottom-right if you need a hand  ↘️

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