Custom fields

Custom fields capture data for you that is important to your business but not a part of your Aha! account by default. You can add any number of fields to suit your needs, and every field you add can be reported on through the various Aha! reporting tools.

To avoid cluttering the UI with unused fields, we suggest that you add only what is essential. You can create custom fields for expected revenue, priority, supported hardware, campaign engagement, committed customer dates, or any other information that will influence your work. And if you find yourself with a cluttered list of custom fields, you can always merge fields together or convert one type to another.

Click any of the following links to skip ahead:

• Permissions

• Custom field types

• Create a custom field

• Customize your custom field

• Add the custom field to a custom layout

• Apply your custom layout to your workspace or team

• Search for custom field values

• Import data to custom fields

Permissions

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Custom field types

Every Aha! product includes custom fields, but not all products have the same custom fields available. Here are the custom fields included with each product. If you have added multiple products (or plan add-ons) to your Aha! account, this list may expand for your account.

Aha! Roadmaps

Aha! Ideas

Aha! Develop

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Create a custom field

Follow these steps to create a custom field. Depending on the custom field type you select, you may be interested in the notes after the instructions.

1. Navigate to Settings ⚙️ Account Custom fields.

2. Click a tab to select a record type, and then click Add custom field.

3. Select the type of field you want to add, and then click Next.

4. Enter the field details and, if needed, enter an API key in the Key field. Depending on the custom field type you select, this step is also where you can bulk edit predefined field values.

5. Specify the custom layout where your custom field should appear by choosing Use in layouts and selecting the custom field layout in use by your workspace or team. If you do not have any custom layouts yet, choose Use in workspaces or Use in teams. This will automatically create a new custom layout for your new custom field and assign that layout to the workspace or team you have selected.

6. Click Create to create your field.

A few items to note:

• Record relationship fields allow you to associate Aha! records with other record types. These are a tag type field that allow for multiple selections — though users will only be able to select values that they have appropriate user permissions to see. If you create a record relationship custom field, you can use Filter field values to specify whether the selectable values should span your entire Aha! account or be isolated to a specific part of your hierarchy (workspace line, workspace, or team).

• If you select an Editable choice list or Tags field for your ideas portals in Aha! Roadmaps or Aha! Ideas, ideas portal users can choose existing values but not create new ones.

• If you are an Aha! Roadmaps on the Enterprise+ plan, you have access to expanded capabilities — and a few more custom fields:

  • Custom tables (Enterprise+)

  • Custom worksheets (Enterprise+)

  • Advanced equations (Enterprise+)

• If you have added the Aha! Ideas Advanced plan to your Aha! account, you have access to another custom field:

  • Organizations custom field (Ideas Advanced)

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Customize your custom field

If you created a custom field with choices — such as choice lists or tags fields — then you can customize the color and order of the choices after you create them.

To do this, click your custom field in the list of custom fields.

• In the Choices section, click and drag to reorder the choices.

• Click Manage choices or Manage tag choices to open the Configure options page, then click Edit beside any choice to rename it or give it a specific Color. Click Save to save your edits.

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Add the custom field to a custom layout

Every record in your Aha! account has a layout — an arrangement of fields and tabs. You can create custom layouts to customize that arrangement, require or hide fields, or add in your own custom fields. Navigate to Settings ⚙️ Account Custom layouts to add your custom field to a layout. If you added your custom field to a layout while creating it, use this page to adjust where on a layout you want your field to appear.

There are two types of custom layouts — one for a record's creation, and one for the record after its creation. You can set a different layout for each type of view — the Record create layout and the Record view layout. You may only want to require a few fields for a user to create a new record, for example. But once it has been created and progresses towards completion, your workflow might require many more fields.

On the Configure custom layouts page, first select the record type whose layout you would like to edit or create. Then:

• Click Add custom layout to open the custom layout builder and create a new custom layout.

• Click on an existing layout to open the custom layout builder and edit the layout.

In either case, use the Layouts dropdown to select whether you would like to modify the Record create layout or the Record view layout, then:

• Drag fields to add, rearrange, or remove them for each layout type — you can even create custom fields in the Record view layout!

• Click and drag tabs to the order that best fits your needs.

• In the Record create layout, you can mark individual fields as Required. Users will not be able to create the record using your layout until they enter information into all the Required fields.

• In the Record view layout, you can mark individual fields as Read-only. You can also toggle between Detail and Drawer views. Read-only fields prevent a user from editing them from the detail or drawer views of a record.

Read-only views can still be edited through integrations, reports, roadmaps, or the Aha! API.

• If you are editing an existing layout, click the Impacts link to see any workspaces or teams using your layout.

• Click Save layout to save your changes.

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Apply your custom layout to your workspace or team

Now that you have your layout defined, it is time to determine which workspaces or teams it will apply to.

• For Aha! Roadmaps and Aha! Ideas, navigate to Settings ⚙️ Workspace Configure.

• For Aha! Develop, navigate to Settings ⚙️ Teams Configure.

Scroll to the Custom layouts section, and then select the layout you want to apply to that workspace or team for each record type:

• Select None to revert back to the standard layout.

• Select a Custom layout to apply a particular layout. If you have the appropriate user permissions, you can also Edit the layout here.

• Aha! Roadmaps customers can Inherit layouts from higher levels in the workspace hierarchy, to drive consistency across disparate workspaces.

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Search for custom field values

You can use Aha! search to search for custom field values for most types of custom fields. The following custom field types are searchable:

• Text

• Note

• Number

• URL/Email

• Predefined choice list

• Editable choice list

• Predefined tags

• Tags

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Import data to custom fields

After you create a custom field, you can populate it using CSV imports. Each custom field requires its own column. If you are using a custom field with a predefined list, make sure the data you are importing matches the options in the list.

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