You can now create custom fields for work orders. Custom fields are fields you define to store extra details on each work order, such as a PO number, a vendor repair order number or a cost center. You can view, filter, export and report on these values, and they appear on the work order PDF, the work order email and the vendor view.
This article explains how to set up and use custom fields for work orders in Whip Around.
Default Permission Structure for Custom Fields -
Role | Create a new custom field | Update a custom field | Delete a custom field | View/Add/update/delete the data of custom fields on work order details page |
Admin | ✅ | ✅ | ✅ | ✅ |
Manager | ❌ | ❌ | ❌ | ✅ |
Team Manager | ❌ | ❌ | ❌ | ✅ |
Mechanic (Full access) | ❌ | ❌ | ❌ | ❌ |
Mechanic (Limited access) | ❌ | ❌ | ❌ | ❌ |
Driver | ❌ | ❌ | ❌ | ❌ |
Note - Custom fields are available within the ‘custom permission’ page under ‘Admin settings section’ where Admins can update the default permissions for Managers, Team Managers and Mechanic - Full Access roles.
Creating a custom field -
Click your name in the top right and select Settings.
Go to the Admin settings tab. The Custom fields section is selected by default and lists every custom field with its Label, Description, Data type, Required field status and Module.
3. Click Create custom field.
4. In the Create custom field modal, fill in the following details:
Field | Details |
Module | Select Work orders. This can't be changed after the field is created. |
Data type | Choose Text, Date, Select (Dropdown) or Checkbox. This can't be changed after the field is created. |
Label | The name shown on the work order form, details page, list columns, PDF and email. Required. |
Field is required | If enabled, users must fill in this field when creating or editing a work order. |
Description | Optional guidance to help users understand what to enter. |
Display as helper text | If enabled, the description appears below the field on the form. |
5. Click Create to save.
Note: You can add up to 10 custom fields per module.
Available Data types -
Data type | Description | Real life example |
Text | Any value as long as it is in string format (up to 255 characters) | “This is my first custom field”, “11A11J”, “2.1” etc |
Date | Date value | “2024-10-10” |
Select (Dropdown) | A predefined set of values (string) |
|
Checkbox | Boolean | True/false |
Edit/Delete a Custom Field -
Editing -
On the Custom fields page, click the ⋮ actions menu on the field you want to edit.
Select Edit.
Update the details and click Save.
You can edit the Label, Values (Select (Dropdown) fields only), Field is required, Description and Display as helper text. You can't change the Module or Data type after a field is created, as this could corrupt existing data.
Deleting -
On the Custom fields page, click the ⋮ actions menu on the field you want to delete.
Select Delete.
A confirmation dialog appears. Click Delete to confirm.
Note: Deleting a custom field is permanent. The field and all its values are removed from every work order, list column, export, report and PDF. Export your work orders first if you need a backup.
Viewing and filtering custom fields on work order pages -
Show custom fields as columns -
Go to Maintenance → Work orders.
Click Columns in the toolbar.
In Manage columns, work order custom fields appear in their own group below the standard columns. Turn on the fields you want to see.
Click Save.
Your column choices are saved for your account. Work orders with no value for a custom field show a dash (–).
Filter by custom fields -
Click Filters in the toolbar.
Set a value for any custom field. Text fields filter by "contains", Date fields use a date picker, Select (Dropdown) fields let you pick one or more values, and Checkbox fields filter by Yes or No.
Click Apply filters.
<Gaurav to add a screenshot>
Custom field filters combine with any other filters you've set. Active filters show as chips above the list; click the × on a chip to remove it.
Filling in custom fields while creating a work order
Go to Maintenance → Work orders and click Create work order.
In the Create work order drawer, scroll down to the Custom fields section.
Fill in the custom fields as needed.
Click Create work order.
Custom fields also appear when you create a work order from a defect or from service tasks. Custom field values from a defect aren't copied to the work order; the work order's custom fields start empty.
Note: Fields marked with an asterisk (*) are required and must be filled in before the work order can be saved. Work orders generated automatically, for example from a service schedule, are created even if required custom fields are empty. Those fields must be filled in the next time someone edits the work order.
Viewing custom fields on work order details page
All work order custom fields appear in the Work order custom fields section of the work order details page, below the standard work order details. The section can be collapsed and expanded.
Editing custom fields on a work order
Open the work order from the list.
Click Edit on the work order details page, or select Edit from the ⋮ actions menu on the list.
In the Edit work order drawer, scroll down to Custom fields. Any saved values are already filled in.
Update the fields and click Save.
Note: Custom field values are locked once a work order is completed. To change them, reopen the work order from Actions → Reopen work order. Custom fields become editable again along with the standard fields.
Custom fields on PDF and Vendor view
Work order custom fields appear in a Work order custom fields section in all of these:
Work order PDF (Actions → Download PDF). Fields appear in the order shown on the Custom fields settings page. The PDF shows values as they were when it was generated, so download it again after making changes.
Vendor and third-party work order view. Vendors and third parties can see custom field values but can't edit them.
Note: All custom fields are visible to assigned vendors and third parties. Don't store internal-only information, such as internal cost codes or margin notes, in work order custom fields.
Exporting and reporting on custom fields
Exporting from the work orders page -
Go to Maintenance → Work orders.
Select the status tab you want to export, and apply any filters.
Click Export in the toolbar and choose Export work order CSV or Export work order Excel.
The export includes all work order custom fields as extra columns, even fields that are hidden in the list. Checkbox values export as Yes or No.
Exporting from the Reports page -
Go to Reports.
Under Work orders, click any work order report.
Custom field columns appear at the end of the file, after the standard work order columns. Scheduled work order reports sent by email include custom fields too.