Feature Fest: Custom Field Manager & Permissions

all right hey everybody welcome so excited to have you here so excited to uh for our next this is our second iteration of feature Fest so this is our second time doing it um thanks so much for joining for taking the time to to meet with us today and and go through this I can see everyone in the chat already is already um you know telling us how excited you are uh we'll be I'll talk about in chat in just a second so just as a reminder uh feature Fest this is sort of like our

feature wrapup So today we're going to be covering all of those features that provide so much value but that may have flown a little bit under the radar and today we're going to be talking about going beyond the basics with custom fields all right so just to introduce myself my name is Elliott I'm a member of the customer education team here at clickup and I did have a little bit of housekeeping items that I wanted to go through first so first of all uh the session is going to be about 30 minutes long um we

do have so much content to get through today and so I might try and stick around for a couple extra minutes we do want to answer questions live that takes me to the next topic the chat versus q& and a I can see so many people have already started submitting chats to the chat which is super cool um so feel free to you know let us know who you are let us know where you're coming from if you want to drop your LinkedIn in there I've seen people do that plug your business you know connect

with each other and then I also wanted to call out there's a tab at the top of your chat I believe where you can click on for the Q&A so if you have any questions about anything at all really it doesn't have to be specific to the features we talk about today feel free to drop those questions in the Q&A uh we've actually got a whole team here with me that are going to be answering those questions live so as those questions come in we're going to be answering them and then just a reminder stick

around for the end because I'm actually going to be taking questions live and walking through things in the platform um and then uh just to answer that first question so we've got a lot of questions about this already yes the session is being recorded So we are recording the session we are going to provide a copy of that record in to you once the session is complete along with some links uh to additional resources and um that being said I did also want to call out that we've got a special clickup University course that we've

put together just for this webinar so if after the webinar if you're looking for you know additional resources to help you actually Implement some of the things that we talk through today definitely take a look at that course um go through that course it is going to actually walk you through everything that we talked through today all right and then with that I did want to just take a moment to talk through what we plan to cover today so we're going to start by talking through custom field manager so custom field manager it's not that

new of a feature right that's been out for a while but I did want to make sure that everybody here is aware of all that you can actually accomplish with the custom field manager so there's a lot that we're going to cover today that you know might you might be familiar with you might not be um but but it's all the all the real uh functionality that you have inside that custom field manager that you might not be aware of and then along with that I do have some updates to custom field manager so we

we're going to be talking about custom field permissions so custom field permissions is a brand new feature it's actually still in beta um I am gonna provide the link to the form for you if you you're interested in actually joining that beta and testing out custom field permissions for yourself just be aware custom field permissions are for uh business plus and above so for business plus and Enterprise accounts only and then from there we'll be going through formula field updates so we'll be talking through some of the new things you can do with formula Fields

especially in your dashboards and then finally we've got Dynamic people Fields so Dynamic people fields are one of those other features that kind of flew under the radar but they're going to be really helpful with you uh for you for streamlining your uh your autom all right and as mentioned I wanted to kick things off with custom field manager imagine having the power to tailor your workspace to fit your exact needs declutter your views and ensure sensitive information is only visible to those who need it well that's what custom field manager is all about with

custom field manager you're going to get increased productivity with the ability to decl your workspace with easy auditing you get flexibility in customization with custom field conversion and merging and you get enhanced organization with granular custom field controls that we'll talk about in a little bit more detail also as we get into our custom field permissions later there are quite a few ways you can actually access custom field managers I'm just going to hop into the platform here um you'll notice that I'm in home I kept my home blank just so that you didn't have

a ton of data pointed at you when we jumped over here but you can always access custom field manager by clicking on your workspaces avatar here and then going to your apps and then clicking on custom field manager that's going to take you right to custom field manager and you could navigate your hierarchy here and and pick a location and work off of that location's custom Fields but but I think the more realistic way that you're going to be accessing custom field manager is typically when you're already working with custom fields and for the most

part if you're working with custom Fields you're probably going to be in a list or board view so let's start there so I'm just going to go ahead and hop over to my project management space from here I'm just going to jump to my current projects and we go to my backlog and intake list and by the way I could click on any list here and from here what you're going to want to do is just click on any custom field and go to edit field and then from here you have an option for advanced

settings and when you click advanced settings this will also take you to the custom field manager and this is going to be already in that location that I was just in so we're in the backlog intake list and here we can see all of the different custom fields that are currently in use here so let me go ahead and click out of this little sidebar so that we can see all the custom fields and this brings me to my first topic so one of the first things that you should probably be doing on a regular

basis is just auditing your custom fields which custom fields in here are necessary are we using these custom Fields regularly are they all things that we need everybody to be using and have access to and have visibility to because what's going to happen is as your processes become more and more complex as you have more team members that are using the platform the amount of custom fields that everybody is going to start adding and using will potentially grow and so the first thing that you should be using custom field manager for on a regular basis

as mentioned is just auditing taking a look at the custom fields that we have here and just determining are these custom fields that are necessary especially in this particular location so in this case we're currently in the backlog this is our intake list this is where our entire intake process is taking place and some of these custom Fields look necessary to me but one of them absolutely stands out as potentially not necessary it's this it team status field so for me maybe this field was added by accident maybe somebody was thinking that they wanted to

add a separate status field or a different field entirely and they added this field by accident and now this field is here if I click on this field it's going to give me a breakdown of all the information around this field so I'll be able to see what the name is if there's a description I'll be able to see the field type I can open this up and see exactly what choices we have for this dropdown and then this is the place that I really wanted you all to pay attention to for now is the

location so I can actually see where this custom field is currently in use so if I open this up you'll notice that it's in this backlog and intake list that's in my project management intake process it's also in the intake list for the It software impementation team or this software implementation location and so what I'm thinking is you know maybe somebody added this field by accident I could go through my tasks and check to see how much it's been used but for now I feel like I know that this is actually not a custom field

we should be using here and I can very easily um just go ahead and click the X here and actually remove it from this location and if you look here in my list of custom Fields you'll be able to see that okay now we're down from 15 to 14 and again it's great that we can sort of audit things and quickly and easily see how many custom Fields we're using here does that amount of custom Fields make sense for our teams and what we're trying to accomplish and are all these custom fields necessary now the

next part of this sort of audit process might be looking at custom fields that are similar and trying to determine if we need both of these custom Fields so again I've got a couple of custom Fields here that look very similar to me you can see I've got a phase custom field I've also got a project phase custom field you'll notice that the project phase custom field is much older and the phase custom field was only added a few days ago so let's just go ahead and take a look at both of these fields I'm

going to open up phase first and from here let's just go ahead and open up the field type and I've got a drop down I've got one two three four phases that I'm capturing okay nothing too special here so it doesn't really feel like this additional new phase is capturing anything that might be different from the original project phase but let me just go ahead and double check by clicking on the project phase and seeing okay they're almost exactly the same and so it looks like maybe they were duplicated at some point somebody maybe didn't

see the original and added an additional field here or maybe somebody added this from another location in this case what I'm actually going to do is instead of removing moving this from the location maybe our team members have already started to use it you know by accident and so we've got data that's being captured in both of these fields but really it's the same exact data and so we don't need two Fields capturing the same exact thing and so what we can do here is I'm just going to go ahead and click out and this

is a feature by the way that they need Enterprise for this it's merging custom fields and to access the merging of custom Fields it's going you're going to want to use the selector box that's on the left hand side of the field so here let's just go ahead and choose the phase and then let's also choose the project phase and when I choose these selector boxes you'll notice that at the bottom here it's showing me how many fields were selected and now I have the ability to actually merge those fields so I'm going to click

on merge here and the nice thing here is that I can actually decide which field gets merged into to which and by making changes to the choice there it's actually going to show me okay this field is then going to become this field but let's actually use the project phase that was the older one and I can even determine what data I wanted to capture from one field to the other and so this is not just going to merge the fields together but it's going to take any of the data that was captured in this

alternate custom field that was maybe used by accident and actually import that data into to the original custom field and then apply that custom field across all the tasks instead of me having to do that manually so there's two things taking place here we're not just merging the fields but we're actually moving the data over so again it's about that concept of data hygiene keeping your workspaces neat and organized and really making sure that you're using the custom fields that you absolutely need so let me just go ahead and merge these fields you'll see it's

going to ask me to ensure that I want to merge one field into the other and all I have to do is click on the merge Fields button here and those fields are going to be merged so now you can see we no longer have that additional phase we just have the singular project phase and the last piece of functionality that I wanted to show you here is your ability to convert a custom field so let's actually jump to a different space a different location a different team so instead of our project management team let's

go to a marketing team and let's just go into into this campaign and promotion management list and let's just say that in this case for our new campaigns maybe we're capturing the channel for this new campaign and initially when we were capturing the channel we created this channel capture custom field as a dropdown because we wanted people to be able to single select one of the channels that they would like this particular project to be for however over time we realized that actually a drop down with single select doesn't make that much sense it actually

makes more sense for us to use a label field because with a label field you can actually multi select and people can select more than one option simultaneously and we realize that you know maybe we're using some of our content across multiple channels simultaneously so here let's just go ahead and we actually have the ability to convert custom Fields so I can actually convert this drop down custom field to label field or text field if I wanted to now just be aware not all custom Fields can be converted to all other custom Fields but for

now again just wanted to show you how you can convert a drop down to a label so all I have to do is choose the label here click on the convert field button and this is going to convert what was originally a drop- down custom field to a label custom field now because it was originally a dropdown we were we're only able to select a single option at a time and so there's only one data point currently captured in that field and so that data point will remain as a single label option but going forward

we'll always be able to select now more than one option as part of that process so just to show you what that might look like uh if I click out of the custom field manager and I head over to our new campaigns list you'll be able to see in our current custom field where we're capturing the channel we now have the ability to select from multiple custom Fields as you can see I've already done in the example here for this spring promotion now the last thing I wanted to show you here is kind of a

bonus one of the biggest benefits of custom field manager is the ability to move custom Fields just be aware that this is an Enterprise level feature but it's a great feature to use if you need to do some serious custom field cleanup so let's go ahead and open up our custom field manager again and let's just say that we want to audit the custom fields that are at the Space level so here we've got the marketing space the HR space so any of these spaces where there's custom fields at this high level that means that

these custom fields are actually going to be applied to every single task across the entire space and so what we can do here is if we realize that one of these custom Fields maybe doesn't necessarily need to be in every single task across this entire location we can actually choose to move that custom field so let's just go ahead and open up this risk custom field and you'll see that it's currently in this space location but what I can do is maybe we actually realize that we don't need this in every single folder or every

single list maybe we're not using this for things like employee onboarding or HR policies maybe we're really only using this for you know certain aspects of our health care planning or maybe we're using it as a part of our application process for for new prospects in the company so for that reasoning I can actually just go ahead and select this lower location this folder level and actually move this custom field down to that location so it's showing me that it's now going to remove this field from 11 locations and if I do choose to move

it back it's actually going to restore the data in that field so let's just go ahead and move this field just to show you what that looks like and again this can become really helpful especially if you ever get to a point where you're looking at your task t or you open up a task at some point and you see you have something like 30 or 40 custom fields and you're wondering how did these fields get in here do we need all these fields I should really audit this and maybe come up with a plan

for taking better control over my custom Fields so again that's really the basics of custom field manager that's everything I wanted to cover on the you know the basic feature side so we talked about how to audit your custom fields from location perspective how to either merge them into each other or convert to different custom field types and we talked about the ability to move your custom Fields now the next thing I wanted to talk through is the next level of what we actually can do with this custom field manager and that's custom field permissions

so here we've got two newer features the first one is guest permissions so guest permissions will ensure that sensitive information is hidden from your guest you can actually choose which specific custom fields are shown or hidden from guests and the second feature is custom field Advanced permissions with custom field permissions you actually have the ability to CH to choose who has access to what custom fields and what level of access they have some really powerful options here but before we get to that I did just want to highlight the guest permissions inside the custom field

manager you'll notice that you have within your settings this new toggle which is visible to guess so this visible to guest toggle will will allow you to determine whether or not you want guests to have access to this custom field so maybe you've got the due date that you have agreed to with a client that you're working with and you've got that due date captured in the task but maybe in that task you have a secondary set of that you're using for drafting or for you know final review or things like that where it's really

only for your internal team by using this visible to guess toggle you can ensure that the only people that have access to these custom fields are going to be the people that are actually inside your business similarly you might be working with an external consultant and in the same vein you don't necessarily want that person to see some of your private business information and so again you'll have that ability to choose with this toggle whether or not you want that information shared with your guests who are in your workspace able to contribute to your projects

inside the tasks but now you can control whether or not they actually see certain pieces of information that you're capturing in specific custom Fields now for our Advanced permissions in order to give you the best preview I've actually got a demo from from one of our product managers that I'm going to share with you so I'm going to jump to that demo now and then we can hop back and we'll open things up for Q&A wanted to share up a quick overview of the custom field permissions here on the left we have a user with

full permissions to all the fields here and then on the right a user whose permissions have been restricted uh for the particular Fields here so what this looks like is if we open the custom field manager for this approved field for example we can go to edit field advaned settings we'll open up CFM and we have this new permissions section here for every field and so there are two sections within the permissions here so first is the default permissions which it sets the default permission level for everybody in the workspace the default for any new

field that gets created uh and this will be the default for every field when we first release this is based on role and essentially what that means is just that we are business as usual kind of status quo what we have today which is that everyone's permissions to every custom field is based on their role as toin on the security and permissions page here so that's what that looks like this allows you to customize the level of access for everybody in the workspace at once and then be able to override that workspace default and give

people or teams additional access uh down here in the custom Provisions section and so right now we have based on role and we can see that the user this user that I am right now is the creator I have full permissions to the field and this other user here on the right just has view only permissions and what that looks like is we see over here can see the field uh but we don't have access to set values for that field um and we also don't have permissions to edit that field definition either uh so

that's what it's set to uh permission can view um and then right now we have a field here that is review date it's not restricted at the moment just has normal permissions and so let's see what happens we can change that to um a different level of permissions so if we go here let's pull up that review date we can search for the user here and set permissions to let's say conv view add those we'll see that we don't have permissions to set values for that field anymore we can't click in um and we also

cannot edit that field now we can also see what happens when we make this field private so right now it's shared we can just say make private by default we again we are keeping any existing custom permissions that have been added to the field um you'll see here that we add this little lock icon to show to users who do have access to it just to communicate that it is private um and then we can also say remove this person's access to that field um and you'll see that that field has disappeared if we go

to search for it we have no matching results found uh because that field is private and has been hidden from this user here all right so we've already talked through custom field manager we talked through some of the basic functionality how to get some value there we've also talked about some of our upcoming updates with custom field permissions there are still two more topics I wanted to get to for today's session so I want to talk through formula field updates and I do still want to talk through Dynamic people Fields so formula field updates here

we've got three new updates that I wanted to make sure you're aware of the first update is column calculations your ability to actually calculate formula columns inside of your views next we've got formulas in your C cards so the ability to reference formulas in your dashboards and finally nesting formulas nesting formulas what this means is you can now do very enhanced calculations with a formula inside a formula so you can actually calculate a formula based off of another formula field so in this space I've actually got a list this highlevel project portfolio where I'm capturing

all those projects at a high level and here you can see in this project portfolio we're really focusing primarily on you know costs and projected budget and you know some of the finances behind some of these project projects we could always calculate our number Fields so you always had the ability to do things like sum average and range of money fields and number Fields but you didn't previously have the ability to do that with formula Fields so because this remaining budget which by the way is the projected budget minus the project expenditure now you actually

have the ability to calculate the totals of these formulas Fields so this was sort of a a hidden release you may not have seen it but it's just one of those additional features that really does help add value now to take it one step further let's say that I wanted to sum across all of the remaining budget across all of my projects well now we have that ability as well all I need to do is let's just say at the Space level I've gone ahead and added a dashboard and in this dashboard I've also gone

ahead and added a calculation card for my remaining budget so just to show you what this means is we can add a card to our dashboard this card let's go to our custom cards you have the calculation card and let me go ahead and choose the location here so it's just that project portfolio list and so previously when you were choosing what field you wanted to calculate you had choices like the task count and time estimates and you had money fields and you had number Fields but now we actually also have the ability to add

formula Fields so here you'll see all I have to do is Click remaining budget and then I can choose across all these different functions for calculation so in this case let's just go ahead and sum the remaining budget across all of my projects in that project portfolio so if I go ahead and add that card you'll now be able to see that calculation which is going to be that remaining budget so again just some added functionality that's actually unlocking a ton of potential things that you couldn't do previously that you now have the ability to

do and then the last piece of this that I wanted to call out your ability to add formulas in formulas relatively soon and so what that means is previously if I had you know going back to my project portfolio example if I had my projected budget and then I had let's say like equipment and labor and I wanted to capture all of the different items that go into projecting cost you could create a formula field but you didn't have the ability to then subtract the project expenditure from the projected budget but now you'll have the

ability to actually calculate the a formula within a formula and that will get you your remaining budget now as mentioned this isn't live currently so that's why I don't have the ability to show it here but I did just want to call out it is coming very soon and it's going to unlock again a ton of potential with formula Fields so just to repeat on our formula fields we had column calculations we have your formulas and your C cards we have nested formulas we also now have nested formulas on the way now I did want

to give everybody a moment to add any additional questions that you have so if you do have additional questions that you want to ask please post those in the Q&A again we are going to still be taking live questions at the end of the session so if you got questions that you want to answered post them in that Q&A we will be pulling from those questions to answer them live and then the final topic that I wanted to go through today are Dynamic people Fields these are really going to be utilized primarily in your aut

so you can now use Dynamic people fields in both your triggers and the uh resulting actions in your automations so just to show you what that means let's very quickly hop over to our marketing team and let's go to our content management team and I'm just going to click into my automations here to show you what I'm talking about here you can see as a potential trigger for your automations I can go to custom field changes and maybe I want to use a custom people field so here I've got this custom reviewer field and you'll

notice when I click on the the people I no longer have to choose only individuals but I have the ability to choose across my assignes my Watchers the task Creator or the person who triggered this Auto So based off of one of these Dynamic Fields I can set a trigger and then a corresponding action alternatively let me just choose a really simple concept here I could do let's say a status changes so anytime the status changes let's say to in review rather than tag in the specific people that are typically used as our reviewers I

can actually dynamically update this reviewer people field to be the Watchers so I can set the Watchers to now be the reviewer or I could do the inverse where maybe I want to instead of setting the custom field we want to change the assign I could also use a dynamic field where now we're changing the assign from the current assign to the Watchers or the task Creator or the person who actually triggered this task so we can do things like changing Watchers and assignes dynamically based off of these triggers um based off of these status

updates and there's a number of use cases for this so it doesn't just work with content management it could work with an engineering team where you're doing bug reporting and you want the person who triggered the automation for the bug to be added as the asse on that task and that's really everything that I wanted to show you today so just as a reminder if you've got additional questions feel free to drop them in the Q&A we are going to be pulling questions directly from there and then demonstrating them and answering them live together e

oh jeez I saw so many questions that came through today apologies I just realized my mic was muted um so uh apologies that that video went uh that that the presentation went a little longer than expected we are going to stick around uh for a couple extra minutes just to answer some of the questions I did see so many questions came through so and then maybe one of the other things I wanted to call out while I'm attempting to share my screen here is just I know that there were there was a lot of feedback

about some of the features being for Enterprise versus business Plus versus paid plans so yes there there were definitely some of the features that we were showing today that were Enterprise only so some of those really Advanced features that we wanted to highlight are Enterprise level features like the new custom field permissions however the majority of the features that you saw today are actually available on most plans so the major majority of the features are actually available on any paid plan um so if you've got any questions about specific features you know we definitely want

to answer those uh also if you're out of time and you have to jump but you want to get more information feel free to click on the request one-on-one button uh at the top of the screen just above the chat so you can actually request a one-on-one through that button and then um I did want to try and answer at least one or two questions before we had to drop so it looks like I'm still having issues sharing my screen let me see if I go full screen if that helps at all all right and

my apologies it looks like I'm having a bit of a technical issue and I'm not going to be able to share my screen so um as mentioned if you so first of all I just wanted to thank everybody for taking the time to join with me today and learn a little bit more about these features if you do have additional questions feel free to request the one-onone session with the button at the top of the screen um also the session was recorded we are going to be following up with that recording along with some additional

uh resources to help you learn about the specific features that we talk through today so just wanted to say thanks again for joining really appreciate you and uh looking forward to hearing about everybody continued success on the platform thanks again