Carry over custom field values when promoting ideas to other record types

An ideas portal gives your customers, partners, or employees a direct channel to give you feedback. You can use Aha! Roadmaps to analyze the ideas you receive and promote the best ones to work your team wants to complete, through initiatives, epics, or features. And when you promote an idea to another record type, everyone subscribed to the idea will be notified when you complete the work.

Create custom field modal for an ideas custom field

However, when you promote an idea to another record type, you may have custom fields that you want to see on the new record type. You may wish to know the estimated revenue that an idea will generate, the team who will likely work on it, or any other information critical to your roadmap.

Each record type in Aha! Roadmaps has its own layout (the arrangement of fields and tabs on the record) and a new record type means a new record layout. To bring particular custom fields with you when you promote an idea to another record type, you just need to make a few simple tweaks.

Note: This article refers to features. Depending on your workspace type, you may see “activities" in your workspace.

Carrying over custom fields upon promotion

To do this, you need to add the same custom field to each record type's custom layout. You will need to be an administrator with customization permissions, and you can add the field by navigating to Settings ⚙️ → Account → Custom layouts.

  • In the Ideas or Ideas forms custom layout (make sure you pick the right one!), note the Key of the custom field(s) you want to carry over. Do this by clicking the More options button beside the custom field, selecting Edit custom field. Then click Show advanced options and remember the value in the Key field.

  • You can promote ideas to initiatives, epics, or features. In the custom layout for the record type you want to promote your ideas to, create a custom field of the same type, and give it the same Key value. Add it to your custom layout.

Custom field values (including note fields!) will automatically carry over from ideas to other record types when the following criteria are met:

  • Both fields are the same custom field type.

  • Both fields have the identical API Key.

  • Both fields are visible on their respective custom layouts.

  • If the field you want to carry over is a pre-defined choice list or pre-defined tags field, both fields need to have the same pre-defined list of values. Any values that do not match will not be carried over.

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