This article will cover the usage of custom fields on the entities within the Bureau Works platform.

1. Overview
​2. How to Create a Custom Field
​3. Using Custom Fields on Your Entities
​4. Using Custom Fields to Filter Your Searches

In the Bureau Works platform, there are many entities that interact with each other. Those are, for example, the Organizations, Organizational Units, Users, Prices Lists, Projects, etc. Basically, everything that you can create and manage in Bureau Works can be considered an entity.

With that in mind, Custom Fields aims to provide more customizable metadata for those entities, so you can add the desired information and use it to filter your data faster and the way you prefer to.

First of all, you must go to the left-side panel, locate the Settings section, and click it. The section will be expanded. Then, click on Account Settings and you'll be able to locate the Custom Fields feature.

After clicking on the Custom Fields button, you will be presented with the following screen:

Note that there are no Custom Field, so let's create one by clicking on the Add Custom Field button.

This screen will be prompted and you will need to fill the fields accordingly:

1. Name - Fill the custom field's name.

2. Data Type – Select the type of data that this custom field will hold. There can be four options: Boolean, Numeric, Multivalue, and Free Text.

3. Value - The values that this custom field can assume. Please note that there's no need to fill the "value" field in the creation of a new custom field, since this information will be provided individually on each entity. However, inserting them at this panel will grant those values the 'default' status, and they will be loaded upon asset creation (project or Org. Unit). It can assume four values: boolean, numeric, multivalue, and free text.

4. Entity Select - Select which entities will be able to use that custom field. You can select as many entities as you wish, even all of them.

5. Save - Once finished, click on the save button to add your new custom field.

Let's take this example:

For this example, I've selected the "Project" entity. This means that this custom field will be able to be used on every project I may create from now on. You can associate more entities, like Users, Organizations & Glossaries, for example. By looking at the Custom Field's panel, it should look like this:

Here we can see the name of the custom field, the type of data it stores, and in which entities it will appear. You can remove a custom field by clicking on the red 'X' mark.

Note: Currently, the Custom Fields feature does not works retroactively. This implies that new Custom Fields will not be applied to entities that already exist, and will only be available to the next entities you create.

Once you have created your custom field, it will appear to every new entity that you associated that custom field with. To use your custom field, go to the desired entity and locate the Custom Fields tab.
For this example, we will use a User entity:

Notice that there are four different custom fields. The first one is a boolean custom field, meaning you can assign only true or false values. The second one is a numeric custom field, which accepts only numbers and does not allow multiple entries (unlike the multivalue custom field). The third one is a multivalue custom field, which allows you to add as many values as needed. The fourth one is a free text custom field, which allows you to enter any text value.

You can use the Custom Fields you've created to filter and sort your entities. So, if you are searching into your Organizations, TM's, Glossaries (or any other entity) and you want to sort them by their Custom Fields, all you need to do is click on the filter settings and fill in the information you want to locate within the Custom Fields.

For Free Text Custom Fields, it is possible to search using a partial value of the field’s content (1). If matching results are found, the system will display a list of the corresponding entities (in this example, the entity is User), along with a blue magnifying glass icon on the right side (2). By clicking this icon, the searched Free Text Custom Field and its content will be displayed (3), allowing you to verify the result without having to open the entity and navigate to the Custom Fields tab.