Custom fields allow you to capture data that is important to your business but not a part of Aha! 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 reporting tools in Aha!
Common custom fields include bits of information such as product component; priority; requested by; hardware supported; committed customer date; and more.
To avoid cluttering the UI with unused fields, we suggest that you add only what's essential. But, as always, we humbly acknowledge that it's all up to you.
Adding custom fields is done through three steps and will require Customizations Administrator access as well as Product Owner access.
- Configure custom fields - Define your custom fields in Settings -> Account > Custom fields.
- Add the custom field to a custom field layout - Create custom layouts that utilize the custom fields in your Settings -> Account > Custom field layouts.
- Apply the layouts to your products or product lines - Apply per product Settings -> Product or and the Product Line and inherit across products.
Configure custom fields
To start, go to Settings -> Account -> Custom Fields; this requires your user to have the Customizations Administrator role to access. Select + in the section where you would like to add the field then select which type of field you would like to use, name the field, define an API key and optionally add a description.
There are several custom field types that you can use.
- Text field - a single line of text
- Note field - a multi-line text area that can contain formatted text
- Number field - a field containing only numbers
- Date field - a date field with a popup date picker
- URL field - a clickable URL field that opens in a new tab, or an email address
- Pre-defined choice list - a list of choices where one value can be selected from a pre-defined list (select one)
- Editable choice list - a list that allows the user to to type in their own choice, or select from already created choices (select one)
- Pre-defined tags field - a list of tags where multiple values can be selected from a pre-defined list (select many)
- Tags field - allow the user to type in their own tags, or select from a list of already created tags (select many)
- Scorecard Field - add an additional scorecard field to capture quantifiable metrics for prioritization. You can see more about using custom scorecard fields to prioritize initiatives.
Note: When using an Editable choice list or tags field, Idea portal users can choose existing values, but not create new ones.
Editing and updating pre-defined fields
Pre-defined choice list and pre-defined tags field values can be renamed to allow you to update already selected values on historical data objects with new values. These fields can be edited in bulk by selecting Bulk Edit from the right corner above the choice list. Conversely, these fields can be hidden to keep historical records intact, but disallow their selection in the future.
Aha! record relationships
These custom fields allow you to associate Aha! records with other records. The Aha! record relationships support adding a custom field for Products, Goals, Initiatives, Competitors, Personas, Releases, Features, Ideas and Users.
The custom field for record relationships is a tag type field which allows for multiple selections. You can specify whether the values in the drop-down choice list should span the entire account or be isolated to a specific product line or product in the Filter field values to dropdown found in the Create custom field modal.
Note: Available records will be restricted based on user product permissions regardless of the filter option chosen.
Custom table relationships
These are exclusively available to Enterprise+ customers who are making use of custom tables in Aha!
- Many-to-many relationship - Enterprise+ only, allows linking multiple records from a custom table to a standard record or another custom table.
- Master-detail relationship - Enterprise+ only, create and edit custom table entries inline within a standard table or another custom table.
Add the custom field to a custom field layout
Once a custom field is created, you need to add it to a custom field layout. What is a layout? It’s how you determine where you want custom fields to appear on the screen.
Layouts are organized by data object, which can be selected at the top of Settings -> Account -> Custom Layouts. Once you have selected which data object for which you want to manage a layout, you will have options to:
- Add a new layout
- Clone an existing layout - hover to the right of the layout you want to start with under the Actions column and select Clone. A new duplicate layout will be created with the same name prepended with "[Copy]" for you to edit and assign to products.
- Modify an existing layout - To modify an existing or cloned layout, select Edit and drag a custom field from the Available Fields column to the Visible Fields column. You can also use the search function to quickly find the custom fields you need from the list. Drop your custom field into the section where you want it to appear, in your preferred order. To remove a field, simply move it back over to Available Fields and it will no longer be visible in that layout.
Assign the layout to your product
Now that you have your layout defined, it is time to determine which products it will apply to. This is managed by Product Owners in Settings -> Product -> Configure. Once you are on the configuration page, navigate to the Custom fields section. There, you can choose whether each product will use the layout inherited from its product line or apply a different one.
Import data to custom fields
Once a custom field is created, you can also populate it using the Import from CSV tool. Each custom field requires its own column. If you are using a custom field with a pre-defined list, just make sure the data you are importing matches the options in the list.
Expand beyond custom fields with custom tables
Custom tables is a feature available to Enterprise+ customers. A custom table is a collection of records organized in a table with data defined by custom fields. With custom tables, you can not only capture key information, but you can also link it directly to your existing data in Aha! and expand your use of custom fields exponentially.