{"componentChunkName":"component---src-templates-article-js","path":"/admin/answers/UWQEzQEqTs2B4-a0EPF5zg","result":{"data":{"article":{"title":"Getting started with Custom Fields in greytHR","seo":{"description":"Create and manage Custom Fields in greytHR Expense. Learn about the Field Library, expense policy configuration, field types, and FAQs.","title":"How to Create and Manage Custom Fields in greytHR"},"slug":"UWQEzQEqTs2B4-a0EPF5zg","summary":"","body":{"value":{"schema":"dast","document":{"type":"root","children":[{"type":"paragraph","children":[{"type":"span","value":"Updated in July - 2026 | "},{"url":"https://www.youtube.com/@GreytipIn/?utm_source=Youtube&utm_medium=Social_Media&utm_campaign=2024_ytpromo","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","value":"Subscribe to watch greytHR how-to video"}]}]},{"type":"paragraph","children":[{"type":"span","value":"Every organisation has unique data requirements that go beyond what standard forms capture. Custom Fields is a platform-level feature in greytHR that allows admins to create and configure organisation-specific fields across modules — ensuring the right data is captured at the point of entry, without any engineering involvement."}]},{"type":"paragraph","children":[{"type":"span","value":"Custom Fields are built around a central "},{"type":"span","marks":["strong"],"value":"Field Library"},{"type":"span","value":", where you as an admin can create, manage, and archive fields. Once created, fields can be configured within the relevant module's policy or workflow to control when they appear, who sees them, and whether they are mandatory. "}]},{"type":"paragraph","children":[{"type":"span","value":"To access the Field Library, from the greytHR Admin portal go to "},{"type":"span","marks":["strong"],"value":"Settings "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"System Settings "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"Miscellaneous "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"Field Library"},{"type":"span","value":"."}]},{"type":"paragraph","children":[{"type":"span","value":"The Field Library page opens with two sections: a left panel listing modules and a right panel displaying fields. Select the relevant module from the left panel. The fields are listed under two tabs — "},{"type":"span","marks":["strong"],"value":"Fields in Expenses"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Archived"},{"type":"span","value":"."}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Create a custom field"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select the "},{"type":"span","marks":["strong"],"value":"Fields in Expenses"},{"type":"span","value":" tab, and click "},{"type":"span","marks":["strong"],"value":"+ Custom Field"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"In the slider that appears, configure the following:"}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Field Name"},{"type":"span","value":"— choose from Text, Drop Down, Radio Button, Check Box, Numeric, Date Picker (single date), or Date Range Picker."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Field Type"},{"type":"span","value":"— enter a clear, descriptive name for the field."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Help text"}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Placeholder Text"},{"type":"span","value":" — add guidance text to help users understand what to enter."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Validation"},{"type":"span","value":" — select "},{"type":"span","marks":["strong"],"value":"Alphanumeric (Include Special Characters), Alphabetic, Numeric"},{"type":"span","value":" or "},{"type":"span","marks":["strong"],"value":"Email "},{"type":"span","value":"as applicable."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Use the "},{"type":"span","marks":["strong"],"value":"Preview"},{"type":"span","value":" section to see how the field will appear."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Save"},{"type":"span","value":"."}]}]}]},{"type":"paragraph","children":[{"type":"span","value":"Once saved, click "},{"type":"span","marks":["strong"],"value":"Go to Policies"},{"type":"span","value":" to proceed to configuration, or "},{"type":"span","marks":["strong"],"value":"Finish"},{"type":"span","value":" to return to the Field Library."}]},{"item":"NoxTybBnRI2SSVJHFwxf0g","type":"block"},{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Note:"},{"type":"span","value":" Default system fields cannot be deleted. You can edit their placeholder text and validation settings."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Edit an existing field"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"In the "},{"type":"span","marks":["strong"],"value":"Fields"},{"type":"span","value":" tab, locate the field."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Under "},{"type":"span","marks":["strong"],"value":"Actions"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Edit Field"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Update the help text, placeholder text or field validation. Field type and field name are not editable after creation."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Save your changes."}]}]}]},{"type":"paragraph","children":[{"type":"span","value":"Under "},{"type":"span","marks":["strong"],"value":"Actions"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Show Field Usage"},{"type":"span","value":" next to any field. A panel displays all active and draft policies and the specific rules where the field has been added."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Archive a custom field"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Under "},{"type":"span","marks":["strong"],"value":"Actions"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Delete Field"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"The field moves to the "},{"type":"span","marks":["strong"],"value":"Archived"},{"type":"span","value":" tab. It is no longer available for new configurations, but its historical data is preserved."}]}]}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Restore an archived field"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Go to the "},{"type":"span","marks":["strong"],"value":"Archived"},{"type":"span","value":" tab.\n"},{"type":"span","marks":["strong"],"value":"Note:"},{"type":"span","value":" Once a field is archived, admins cannot add it to any new configuration; however, existing configurations that use the field continue to work as is. "}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Under "},{"type":"span","marks":["strong"],"value":"Actions"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Restore"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"The field moves back to the "},{"type":"span","marks":["strong"],"value":"Fields"},{"type":"span","value":" tab and becomes available for use again."}]}]}]},{"type":"paragraph","children":[{"type":"span","value":"Currently, Custom Fields are available for the "},{"type":"span","marks":["strong"],"value":"Expense"},{"type":"span","value":" module. Support for additional modules will be added in upcoming releases. "}]},{"type":"heading","level":2,"children":[{"type":"span","value":"Custom Fields in the Expense Module"}]},{"type":"paragraph","children":[{"type":"span","value":"With Custom Fields for Expense, you can create fields of different types, configure them within your expense policies, and ensure employees see exactly the right fields when they submit a claim — making expense data complete, structured, and consistent."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Configure custom fields in the Expense Policy Rule "}]},{"type":"paragraph","children":[{"type":"span","value":"Once custom fields are created in the Field Library, you can control their visibility and whether they are mandatory within each expense policy rule."}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the greytHR Admin portal hover over the 9 dots and go to "},{"type":"span","marks":["strong"],"value":"Expense"},{"type":"span","value":" >"},{"type":"span","marks":["strong"],"value":" Admin Tools"},{"type":"span","value":" >"},{"type":"span","marks":["strong"],"value":" Settings "},{"type":"span","value":">"},{"type":"span","marks":["strong"],"value":" Policies"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Open the relevant policy (or create a new one)."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"In the "},{"type":"span","marks":["strong"],"value":"Configure Rules section"},{"type":"span","value":", navigate to the "},{"type":"span","marks":["strong"],"value":"Then"},{"type":"span","value":" statement."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"Custom fields: visibility and mandatory"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Under "},{"type":"span","marks":["strong"],"value":"Custom fields to be shown"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Select Value"},{"type":"span","value":" and choose a custom field from the dropdown."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Set the field as "},{"type":"span","marks":["strong"],"value":"Optional"},{"type":"span","value":" or "},{"type":"span","marks":["strong"],"value":"Mandatory"},{"type":"span","value":"."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"To add more fields, click "},{"type":"span","marks":["strong"],"value":"Add another custom field"},{"type":"span","value":" and repeat. Proceed through the policy steps and save."}]}]}]},{"item":"BHIB7lq8QXuZo-FuMlMbFw","type":"block"},{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Note:"},{"type":"span","value":" Each custom field can only be added once within the same rule. If you add a duplicate, system displays an error and prevents saving until it is removed. Configured fields and their mandatory settings are visible in "},{"type":"span","marks":["strong"],"value":"View Details"},{"type":"span","value":" for active and closed policies."}]},{"type":"heading","level":3,"children":[{"type":"span","marks":["strong"],"value":"Important Notes"}]},{"type":"list","style":"bulleted","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Custom fields appear just below the "},{"type":"span","marks":["strong"],"value":"Notes"},{"type":"span","value":" field once the employee selects an Expense Type. If the Expense Type changes before submitting, the form refreshes accordingly."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Mandatory custom fields must be filled in before the employee can submit."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Submitted values are visible in read-only mode in the employee's "},{"type":"span","marks":["strong"],"value":"Pending"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"History"},{"type":"span","value":" tabs, and in "},{"type":"span","marks":["strong"],"value":"View Details"},{"type":"span","value":" on the "},{"type":"span","marks":["strong"],"value":"Workflow"},{"type":"span","value":" page for admins and managers."}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Custom fields are also available on the "},{"type":"span","marks":["strong"],"value":"greytHR mobile app"},{"type":"span","value":" with the same rules and validations."}]}]}]},{"type":"heading","level":2,"children":[{"type":"span","marks":["strong"],"value":"Frequently Asked Questions"}]},{"type":"heading","level":3,"children":[{"type":"span","value":"What are Custom Fields in the greytHR Expense module?"}]},{"type":"paragraph","children":[{"type":"span","value":"Custom Fields allow you to add organisation-specific fields to your expense forms beyond the default fields greytHR provides. As an admin, you can create fields to capture information such as project codes, cost centres, vendor names, GST numbers, or any other data your organisation requires. These fields are configured through the "},{"type":"span","marks":["strong"],"value":"Field Library"},{"type":"span","value":" and activated within expense policy rules, ensuring employees see the right fields when they submit a claim."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Where do I go to create custom fields for Expense?"}]},{"type":"list","style":"numbered","children":[{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"From the greytHR Admin Portal go to "},{"type":"span","marks":["strong"],"value":"Settings "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"System Settings "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"Miscellaneous "},{"type":"span","value":"> "},{"type":"span","marks":["strong"],"value":"Field Library"},{"type":"span","value":". "}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Select "},{"type":"span","marks":["strong"],"value":"Expense"},{"type":"span","value":" from the left panel to manage fields. "}]}]},{"type":"listItem","children":[{"type":"paragraph","children":[{"type":"span","value":"Click "},{"type":"span","marks":["strong"],"value":"+ Custom Field"},{"type":"span","value":" on the "},{"type":"span","marks":["strong"],"value":"Fields in Expenses"},{"type":"span","value":" tab to create a new field."}]}]}]},{"type":"heading","level":3,"children":[{"type":"span","value":"What field types are available when creating a custom field?"}]},{"type":"paragraph","children":[{"type":"span","value":"You can create custom fields of the following types: Text, Drop Down, Radio Button, Check Box, Numeric, Date Picker (single date), and Date Range Picker. Choose the type that best suits the data you need to capture."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can I edit a custom field after it has been created?"}]},{"type":"paragraph","children":[{"type":"span","value":"You can edit the "},{"type":"span","marks":["strong"],"value":"Placeholder Text"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Field Validation"},{"type":"span","value":" settings of a custom field after creation. However, the "},{"type":"span","marks":["strong"],"value":"Field Type"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"Field Name"},{"type":"span","value":" cannot be changed once the field has been saved."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can I edit default system fields such as Bill Number or Notes?"}]},{"type":"paragraph","children":[{"type":"span","value":"Default fields cannot be deleted, but you can edit their placeholder text and field validation settings. Navigate to "},{"type":"span","marks":["strong"],"value":"Field Library → Fields in Expenses"},{"type":"span","value":", click "},{"type":"span","marks":["strong"],"value":"Edit Field"},{"type":"span","value":" under Actions for the relevant default field, and make your changes."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Will employees see custom fields for all expense types, or only specific ones?"}]},{"type":"paragraph","children":[{"type":"span","value":"Employees see the custom fields configured in the policy rule that applies to their selected Expense Type. If an employee changes the Expense Type before submitting, the form refreshes automatically to show the fields relevant to the new selection."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Are custom fields available on the greytHR mobile app?"}]},{"type":"paragraph","children":[{"type":"span","value":"Yes. Custom fields are available on the greytHR mobile app. Employees can fill in and submit custom fields from mobile, and the same mandatory rules and validations apply as on the web."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Where can employees and managers view the custom field values after submission?"}]},{"type":"paragraph","children":[{"type":"span","value":"Employees can see the values they entered in read-only mode in the "},{"type":"span","marks":["strong"],"value":"Pending"},{"type":"span","value":" and "},{"type":"span","marks":["strong"],"value":"History"},{"type":"span","value":" tabs. Managers and admins reviewing expense requests in the "},{"type":"span","marks":["strong"],"value":"Workflow"},{"type":"span","value":" page (Review, Monitor, and Manager Active tabs) can view the custom field values in "},{"type":"span","marks":["strong"],"value":"View Details"},{"type":"span","value":"."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"What happens to a custom field's data if I archive the field?"}]},{"type":"paragraph","children":[{"type":"span","value":"Archiving a custom field removes it from active use — it will no longer appear in policy configuration or on employee forms. However, the field and its historical data are preserved in the "},{"type":"span","marks":["strong"],"value":"Archived"},{"type":"span","value":" tab. You can restore the field at any time to make it available again."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Can I permanently delete a custom field?"}]},{"type":"paragraph","children":[{"type":"span","value":"Custom fields are soft-deleted, meaning they move to the Archived tab rather than being permanently removed. This ensures that historical expense data linked to that field is not lost. Default system fields cannot be deleted at all."}]},{"type":"heading","level":3,"children":[{"type":"span","value":"Will custom field data be available in reports?"}]},{"type":"paragraph","children":[{"type":"span","value":"Reporting support for custom fields — including Query Builder, MIS Reports, and Superset — is planned for an upcoming release and is not part of the current rollout."}]},{"type":"paragraph","children":[{"type":"span","marks":["strong"],"value":"Related articles:"},{"type":"span","value":"\n"},{"url":"https://admin-help.greythr.com/admin/answers/KNzedTa0TZmJ9X6h6cqxPg","type":"link","children":[{"type":"span","value":"Categorize employee expenses"}]}]},{"type":"paragraph","children":[{"url":"https://admin-help.greythr.com/admin/answers/dwtsEmrxQXqwwOnY5hFXHA","type":"link","children":[{"type":"span","value":"Create an expense batch"}]}]},{"type":"heading","level":3,"children":[{"url":"https://form.typeform.com/to/t3n8jn1K#source=Getting_started_with_Custom_Fields_in_greytHR","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","marks":["strong","emphasis"],"value":"Was this article helpful"},{"type":"span","marks":["strong"],"value":"?"}]}]},{"type":"thematicBreak"},{"type":"heading","level":3,"children":[{"type":"span","marks":["strong"],"value":"More resources:"}]},{"type":"paragraph","children":[{"type":"span","value":"▶ Video - Watch our "},{"url":"https://www.youtube.com/@GreytipIn","meta":[{"id":"target","value":"_blank"}],"type":"link","children":[{"type":"span","value":"how-to videos"}]},{"type":"span","value":" to learn more about greytHR."}]},{"type":"paragraph","children":[{"type":"span","value":"📢 Product Update - Read about 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