Work Order Custom Fields

Work Order Custom Fields let you capture company-specific data on work orders without waiting for a schema change. Define a dropdown once in Settings and it appears on every Work Order form for your tenant — including Variance Purchase Orders (VPOs).

Common examples builders use today: Cost Type, Variance Code, Reason for Change.

How to access Field Definitions

1. Open your builder workspace.

2. Go to Settings.

3. Select Field Definitions.

You'll see one section per entity type. Today there is a single section: Work Order Custom Fields. The table lists every active definition for your company, sorted by the order they'll appear on Work Order forms.

Create a field definition

1. Click Create Work Order field in the section header. A drawer opens with a blank form.

2. Fill in Label — what users see on the Work Order form (e.g. "Cost Type").

3. Fill in Field Key — a stable identifier in snake_case (e.g. cost_type). Letters, numbers, and underscores only; 50 characters max. You cannot change the Field Key after creating the definition.

4. Type is locked to Dropdown. Other field types are not yet supported.

5. Set Sort order — a whole number from 0–9999. Lower numbers appear first.

6. Toggle Required on if users must pick a value before saving the work order.

7. Add at least one Option. Each option has:

   • Code — what gets stored (e.g. A, VAR-01).

   • Label — the description shown to users (e.g. "Trade error").

   • Requires notes — when on, picking this option shows a required Notes textarea on the Work Order form.

8. Click Save. The drawer closes, a success toast appears, and the new row shows up in the table at its sort-order position.

Edit or delete a definition

1. Click any row in the table — the drawer opens in read-only view mode.

2. Click Edit to change the label, sort order, required flag, or options. Field Key stays disabled because existing Work Order values reference it.

3. To remove a definition, open Edit, then click Delete. Confirm in the modal.

Enter values on a Work Order

Once a definition is active, your custom fields render automatically on every Work Order form for your tenant:

• The Work Order drawer (when creating or editing a VPO).

• The inline Work Order form on a Task.

• The Task drawer, when a task has a linked work order — users with Work Order update permission can edit values here without leaving the task.

For each definition the user picks an option from the dropdown. If the chosen option has Requires notes turned on, a Notes textarea appears underneath and must be filled in before saving. Required fields show an asterisk and block submission until a value is selected.

View values on existing Work Orders

On the Work Order details panel inside a Task, saved custom-field values render as "CODE – Label" with any notes shown beneath. If you archive a definition or remove an option after a value was saved, the panel falls back to displaying just the stored code so historical data is never silently dropped.

Permissions

Three permissions control who can do what. They are seeded automatically and assigned to your default builder roles.

• Company Field Definition — Read: see the Settings page and the rendered fields on Work Orders.

• Company Field Definition — Create / Update / Delete: manage definitions in Settings.

• Work Order — Update: enter or change values on a Work Order. (Permission to write values is inherited from the parent Work Order, so anyone who can edit a VPO can edit its custom-field values.)

Users without Company Field Definition — Read won't see the Field Definitions link in the Settings sidebar at all.

What's not supported yet

• Non-dropdown field types. Text, number, date, and multi-select are on the roadmap but not in this release.

• Drag-and-drop reordering. Use the Sort order number to position fields.

• Editing the Field Key after creation. Stored values reference it; pick the snake_case name carefully.

• Per-option sorting after creation. The order you add options in is the display order — delete and re-add to reorder.

• Soft-delete / restore. Deletes are permanent and cascade to stored Work Order values.

• Custom fields on entities other than Work Orders. Lots, Tasks, and Communities are not yet supported — the architecture is in place but no UI ships in this release.

Tips

• Use the search box above the table to quickly find a definition by label or field key.

• If a definition isn't appearing on Work Orders, double-check it's marked active and that the Entity column says work_order.

• Field Key is what shows up in any future exports or integrations — keep it short and conventional (e.g. variance_code, not VarianceCodeForVPOs).