--- title: "Entity fields" description: "Create custom fields to capture data Requiply does not store by default, such as a driver's license number on a client or a serial number on an item." canonical_url: "https://requiply.com/docs/en/guides/settings/fields/entity-fields" --- # Entity fields > Create custom fields to capture data Requiply does not store by default, such as a driver's license number on a client or a serial number on an item. The **Entity fields** page is where you create and manage custom fields that extend the data captured across your Requiply organization. It is used to tailor the information you collect beyond the built-in fields, and connects to anywhere these custom fields are displayed or filled in across the product. This is where you go to **add an extra field to a client, an item, or a booking** when Requiply does not store it by default: a driver's license number or company registration number on a client, a purchase date or serial number on an item, an event name on a booking. Creating the field here is the first of two steps: after it exists, attach it to the records it belongs to under [Level configurations](https://requiply.com/docs/en/guides/settings/fields/level-configurations), which is what makes it appear on the form. You can find this page under **Settings → Fields → Entity fields**. **Admin only.** The page is protected by the `admin` middleware, so non-admin users cannot access or manage entity fields.
![Entity fields page with a paginated table listing custom fields, their keys, and types](https://requiply.com/docs/assets/settings/fields/entity-fields/entity-fields-screenshot.png)
The Entity fields page lists every custom field defined for the organization with its name, field key, and type.
## Why this page matters Entity fields let your organization capture information that is specific to your business. Standard fields cover the basics, but every business has its own data needs — preferred contact method, allergy notes, internal reference numbers, special instructions, and so on. By defining custom fields once on this page, your team can then collect consistent, structured data wherever those fields are used. Each field has a stable **field key** that is generated automatically from the field name, so the data stays addressable even if you rename the field later in a UI sense. ## Who can use this page - **Administrators only.** The page, the Add page, and the Edit page all require admin access. - Regular staff and employees do not see this area. - The page also relies on the active organization context — it loads fields for the currently selected organization. ## What you'll see When entity fields exist, the page shows a single card containing a paginated table of all fields in the organization. The table includes: - A **header row** with the page title, a global **search input**, and an **+ Add field** button on the right. - A **Name** column with the human-readable field name. Fields provided by Requiply carry a **System** tag (see [System fields](#system-fields)). - A **Field Key** column showing the auto-generated machine-friendly key in monospaced text. - A **Field Type** column displaying the field type as a colored tag (for example, Textbox, Textarea, Number, Select, Multiselect, Checkbox, Date, Phone). - An **Actions** column, frozen to the right, with two icon buttons per row: a **pencil** to edit and a **trash** to delete. System fields show a **lock** icon instead. The table is paginated with a default page size of 10, and the user can switch between 5, 10, 20, or 50 rows per page. ## Empty state When no entity fields have been created yet, the table is replaced with an empty placeholder showing: - A list icon. - An empty-state title encouraging the admin to add the first field. - A primary call-to-action button that takes the admin to the **Add entity field** page. The first field is important because it establishes how your team will capture custom data going forward. Choosing a clear name and the right field type up front avoids confusion later. ## Main actions ### Adding a new entity field Clicking **+ Add field** (either from the table header or from the empty state) opens the **Add entity field** page. The Add page is split into two columns: - **Left:** the form to define the field. - **Right:** a live **Preview** card showing how the field will appear once saved. The form asks for: - **Name** — the human-readable label for the field. Required, up to 100 characters. The field key is generated automatically from this name (cyrillic is transliterated, the result is lowercased, non-alphanumeric characters are stripped, and spaces become hyphens). - **Field type**: chosen from a dropdown of all supported entity field types: Textbox, Textarea, Number, Select, Multiselect, Checkbox, **Date**, and **Phone**. Depending on the selected type, additional configuration appears: - **Select / Multiselect:** an **Options** input (chip-based) where you add the choices users can pick from. - **Number:** a **Number format** section with `min`, `max`, `minFractionDigits`, and `maxFractionDigits` rules. Defaults are 0–1000 with 0–2 fraction digits. - **Date:** a **Date Format** section with a **Show time** toggle. Off, the field stores a plain calendar date; on, it stores an instant and the helper note reads *"Values are stored in UTC and shown in the organization timezone."* The section previews the chosen format as *Displayed as: {value}* and names the timezone it will render in. - **Phone:** no format section. The field renders as a phone input with a country picker and flag, and stores the number in international E.164 form (`+380953370000`). The picker opens on the country of your organization phone, falling back to the country of the interface language. - **Textbox / Textarea:** a **Text format** section with `min` and `max` length rules. Defaults are 0–500. Pressing **Save** creates the field for the current organization and returns you to the entity fields list with a success toast. **Cancel** returns to the list without saving. While saving, the page is blocked by a full-screen overlay. ### Editing an entity field Clicking the **pencil** icon next to a field opens the **Edit entity field** page.
![Edit entity field page with a Select-type field showing its options and a live preview on the right](https://requiply.com/docs/assets/settings/fields/entity-fields/edit-field.png)
Editing a Select field. Name and field type are read-only; only the options list (and a live preview) can be changed.
The Edit page also uses a two-column layout with a live preview on the right. On the edit page: - The **Name** and **Field type** are shown as read-only text. They cannot be changed once a field has been created. - Only configuration relevant to the field's type is editable: - **Select / Multiselect:** the **Options** list. - **Number:** the number format rules (min, max, fraction digits). - **Date:** the **Show time** toggle. - **Textbox / Textarea:** the text format rules (min, max length). The **Save changes** button is disabled until you actually change something compared to the loaded values. **Cancel** returns to the list without saving. A loading overlay covers the page while data is loading or saving. ### Removing an entity field The page offers two ways to delete a field: - From the list, click the **trash** icon in the row's actions. - From the edit page, click the **Delete** button in the bottom-left. Either path opens the **Delete entity field** confirmation dialog. After confirming, the field is removed and the list refreshes (or, when triggered from the edit page, you are navigated back to the list). **Heads up:** Deleting a field is intended to be a permanent action. Any place that displays or relies on the field will no longer have it available, so make sure no critical workflows depend on it before deleting. ### System fields Some fields are defined by Requiply rather than by you, because other parts of the product read them. They appear in the list with a **System** tag and a **lock** in place of the edit and delete buttons — *"System field definitions are managed by Requiply. You can configure where they are used."*
Field Key Type Levels Used by
ЄДРПОУ / РНОКПП (ІПН) — the Ukrainian legal-entity code (8-digit EDRPOU) or individual tax number (10-digit RNOKPP / IPN) system_ua_legal_party_code Textbox, 8–10 digits Client, Organization Sending a document for signing prefills the client's code from this field.
A system field is created for every organization and behaves like any other field once you attach it on [Level configurations](https://requiply.com/docs/en/guides/settings/fields/level-configurations) — it shows up on the client form (or [Organization info](https://requiply.com/docs/en/guides/settings/organization/info)), is stored per record, and is available as a template variable. Its input accepts digits only and must be exactly 8 or 10 digits long; it has no default value. ### Searching The header includes a **global search** input. Typing into it filters the table across all visible columns using a "contains" match, which makes it easy to find a field by name, key, or type label. ## Forms and fields ### Add page
Field Required Notes
Name Yes 1–100 characters. Used to generate the field key.
Field type Yes Must be one of the values in EntityFieldType . Defaults to Textbox .
Options When type is Select or Multiselect Free-form chip list.
Number format When type is Number min , max , minFractionDigits , maxFractionDigits .
Date Format When type is Date Show time toggle.
Text format When type is Textbox or Textarea min , max length.
Validation visible in code: name is required and capped at 100 characters; field type must be a valid `EntityFieldType` value. ### Edit page - **Name** and **Field type** are read-only. - The same type-specific configuration sections are shown as on the Add page, pre-filled from the saved field. - **Save changes** is only enabled when the relevant configuration differs from what was originally loaded. ## The Date and Phone field types Two field types were added after the original set, and both do more than store a string. ### Date A **Date** field renders as a date picker and sorts, filters, and compares as a real date rather than as text, which matters in [workflow](https://requiply.com/docs/en/guides/automations/workflows) conditions and in table columns. The **Show time** toggle decides what is actually stored:
Show time Stored as Shown as
Off A calendar date, YYYY-MM-DD . The same day everywhere, for everyone. Right for warranty expiry, purchase date, license validity.
On An instant, in UTC. Converted to the organization timezone from Date & time settings . Right for inspection times and anything where the hour matters.
Because a date-only field carries no timezone, it never shifts by a day when read from another country. Turn **Show time** on only when the time of day is genuinely part of the value. ### Phone A **Phone** field renders as a phone input with a searchable country picker and flag, and stores what you type in international **E.164** form: a `+`, the country code, then the national number, with leading zeros stripped. Typing `095 337 0000` with Ukraine selected stores `+380953370000`. Storing one canonical shape is what lets the same number work as a link to call it, as a WhatsApp, Viber, or Telegram handle from the quick actions on a client, and as a recipient for the [SMS and Viber workflow action](https://requiply.com/docs/en/guides/automations/workflows) without any cleanup. The picker opens on the country of your organization phone number, and falls back to the country of the interface language when the organization has none. ## How this page connects to the rest of Requiply
Feature How this page affects it
Custom data capture Fields defined here become the custom inputs your team can fill in for the entities that support them.
Field key stability The auto-generated fieldKey is the stable identifier used to reference the field in stored data, so it should be considered the durable handle for integrations or reporting.
Type-specific behavior Format rules and options chosen here drive validation and selection behavior wherever the field is rendered.
## Common scenarios ### Setting up custom data for a new business An admin opens **Settings → Fields → Entity fields**, lands on the empty state, and adds the first few fields they want to track — for example a "Preferred contact" select, an "Internal reference" textbox, and a "Discount cap" number with min/max format rules. ### Adding a new option to an existing dropdown A team needs a new value in a Select field. The admin clicks the pencil next to the field, adds the new chip in the **Options** list, and saves. The name and type of the field stay the same, so existing data continues to line up. ### Tightening validation on a free-text field After noticing that staff are entering very long notes into a textbox, an admin edits the field and lowers the **max** length in the text format rules. New entries are constrained going forward. ### Cleaning up unused fields An admin reviews the list, searches for fields they suspect are no longer in use, and uses the trash icon to remove them after confirming in the delete dialog. ## Tips and cautions **Tip:** Choose the field name carefully on creation — it drives the auto-generated field key, and the name and type can't be edited afterward. If you need a different name or type, you'll have to delete the field and create a new one. **Tip:** For Select and Multiselect fields, plan your options list before rolling the field out so users see a consistent set of choices from day one. **Heads up:** Deleting an entity field removes it from the system. Confirm that no important workflow still depends on it before deleting. **System fields** cannot be edited or deleted here. If you don't need one, simply leave it out of every level under [Level configurations](https://requiply.com/docs/en/guides/settings/fields/level-configurations). ## Sitemap See the full [sitemap](https://requiply.com/docs/sitemap.md) for all pages.