Custom Fields let an Account Admin add their own metadata to wxrks records — a field the platform doesn't ship with, but that your team needs to track (an internal reference code, a client-specific classification, a yes/no flag for a special workflow). Once a field is defined, it shows up as a fillable field on every matching record's own Custom Fields tab, and its values can be used to search and filter your data.
💡 Who is this for? This guide is for Account Admins who need to define custom metadata fields and understand how they behave across entities within the wxrks platform.
Which entities support Custom Fields
A Custom Field can be attached to any one of these entity types, or to All Entities at once: Organization, Org. Unit (Organizational Unit), User, Project, Task, Glossary, Translation Memory, Payable, and Receivable. See All about Organizations and All about Organizational Units for where the Custom Fields tab sits on those two records specifically, or How to manage user information for a User's.
Choosing All Entities when you create a field attaches it everywhere at once — useful for something you want to track consistently across every kind of record, like an internal audit code.
How to create a Custom Field
From the sidebar, go to Settings > Account Settings > Custom Fields. This list shows every Custom Field already defined on the account, with its data type and which entity it applies to.
Click Add Custom Field to open the creation form, then fill in:
Name — the field's label, shown on every entity it's attached to.
Data Type — one of four options: Boolean, Numeric, Multivalue, or Free Text. See "How each data type behaves" below for what each one looks like once it's on a real record.
Entity Select — which entity type(s) the field applies to (see the list above).
Default Values — optional. For a Free Text field this pre-fills the field's textbox with starting text. For Numeric and Multivalue fields it does more than that: it defines the actual list of values a user can pick from on an entity. Leave it empty and a Numeric or Multivalue field will show up with no selectable options until you go back and add some — set at least one Default Value for these two types when you create the field.
Here's a filled-out example — a Free Text field attached to the User entity:
Click Save and the field is ready to use.
Does a new field apply to records that already exist?
It depends on which entity the field is attached to. For Organizations, Organizational Units, Users, Glossaries, and Translation Memories, a newly created field is applied to every existing record of that type immediately — you don't need to re-save or re-create anything for it to show up. For Projects, Tasks, Payables, and Receivables, a new field only applies going forward: existing records of those types won't show it, only ones created after the field existed.
Choosing All Entities follows the first behavior across the board — it back-fills Organizations, Organizational Units, Users, Glossaries, and Translation Memories right away.
Using Custom Fields on an entity
Once a field is attached to an entity type, open any matching record and go to its own Custom Fields tab to fill in a value. The example below is a User's Custom Fields tab, showing several of this account's real fields side by side — including a Boolean field ("Heitor Test Custom Field Bool") and a Multivalue field ("Heitor Test Custom Field Multivalue") next to two Free Text fields:
How each data type behaves
Boolean — a dropdown with two options, True and False.
Numeric and Multivalue — both render as a dropdown (Multivalue lets you pick more than one). The options are exactly whatever Default Values were set when the field was created — there's no freeform number entry, so a Numeric field created without any Default Values will show an empty, unusable dropdown until one is added.
Free Text — a plain textbox, pre-filled with the field's Default Value if one was set, and otherwise editable freely.
Filtering by Custom Fields
wxrks stores each entity's Custom Field values so they can be matched by the platform's own search and filter logic, not just displayed on the record. In practice, use the Filters option on the entity's own list page (Users, Organizations, and so on) to search by a specific field's content — the exact fields offered there depend on the entity and your account's configuration, so check that panel on the list you're working from rather than assuming every Custom Field is exposed the same way everywhere.
Related articles
All about Organizations — see the Custom Fields tab in context on an Organization's own page.
All about Organizational Units — see the Custom Fields tab in context on an Organizational Unit's own page.
How to manage user information — the rest of a User record's tabs, including its own Custom Fields tab.