Custom Fields

Custom fields let you capture information Trak doesn't collect out of the box — an impressions count on a task, a contract reference on a partnership, a T-shirt size on a user. They're often just called fields. You build them under Settings > Fields, and they then appear on the records you attach them to.

Who can manage fields?

Fields and field groups are managed by Site Admins, under Settings > Fields. Managers and Team Members can see the fields in use but can't change them; collaborators have no access to the Fields settings screen.

Where fields appear

When you create a field you first choose where it lives. A field's location decides which records show it:

Field input types

After choosing a location, you pick the input type. The type sets what kind of value the field holds, and it can't be changed once the field is created — so if you need a different type, create a new field.

A few types have extra options:

• Text. Choose the Format: Simple Text (255 characters) for a single line, or Long Text (4000 characters) for a larger box. Long Text supports rich formatting (bold, italic, lists, and so on).
• Dropdown. Type each option and press enter to add it. To load a long list quickly, copy a column from a spreadsheet and paste it in — Trak turns each row into a separate option.
• Range. Set the Min Value and Max value the slider allows.
• File. Turn on Allow multiple files to let up to five files be uploaded to the field.

Calculation fields

A calculation field works out a number from your other numeric fields.

1. In Fields, select the fields you want to use in the formula.
2. In Calculation Formula, write the formula, referencing each field by its ID in square brackets.

Trak substitutes each field's value for its bracketed ID. For example, [3] - [5] takes the value of field 3 and subtracts the value of field 5. Calculation fields are read-only on the record — the value is worked out, not typed.

Rollup fields

A rollup field is available on Account fields only. It gathers a chosen field's value from every task on the partnership and combines them, so you can total a per-task figure across the whole partnership.

For example, if each task has an Impressions field, an account rollup can sum them into the partnership's total impressions. Pick the task field to gather in Fields, then choose a Calculation Method — Sum (the default), Average, Min, or Max.

Prefixes, suffixes, decimals, and instructions

Every field can carry a few presentation options:

• Prefix and Suffix add text before or after the value (for example a $ prefix or a % suffix). Each is limited to 25 characters.
• Number of Decimals sets how many decimal places a numeric value shows.
• Instructions add helper text shown to whoever is filling the field in.

Restricting a task field to a collection or product

A task field appears on every task by default. Using Display On, you can restrict it to a single Collection or a single Product instead:

• Restricted to a collection, the field shows only on tasks in that collection.
• Restricted to a product, the field shows only on tasks that originate from that product.
• If a task later stops matching — it moves to a different collection, or comes from a different product — the field stops showing, but the value it held is kept. Bring the task back to the matching collection or product and the value reappears.

See Managing collections for how collections work.

Organizing fields into groups

Fields are arranged into field groups. A group has a description, which shows alongside the group wherever its fields appear, so you can explain what the group is for.

• Reorder groups. Open the actions dropdown on a field group and choose Reorder. A window opens where you drag the groups for that location into the order you want.
• Reorder fields. Drag a field up or down within its group on the Fields list.
• Move a field to another group. Edit the field and change its Field Group.

You can also Duplicate a field or a whole field group from its actions dropdown. Duplicating a group copies all of the fields inside it as well.

Collaborative or internal fields

Each field is either collaborative or internal, which controls whether collaborators can see it. Turn on the Collaborative checkbox to make a field visible to collaborators — as the setting notes, "When enabled, collaborators will be able to view this field." Leave it off and the field is internal: only your internal users see it. Each field shows a Collaborative or Internal badge on the Fields list.

Who can enter a field's value?

Filling in a value on a record is separate from setting the field up. In general:

• You need the Editor role and access to the record the field is on (the partnership, task, event, or user).
• Your own user fields are the exception — you can update fields on your own profile even with the Viewer role.

For collaborators specifically:

• A collaborator can update a collaborative account field if they have the Editor role and access to that partnership.
• A collaborator can update a collaborative task field if they have the Editor role and access to both the partnership and the task.
• Collaborators can't edit event fields — events are internal.
• Collaborators can only update their own user fields. Your internal users can update a collaborator's user fields.

Keeping calculation and rollup fields up to date

Calculation and rollup values are stored, not recomputed every time you open a record. When a field they depend on changes, Trak recalculates the value in the background, so it usually updates within a few seconds rather than instantly.

If a value looks out of date, you can force a refresh: on Settings > Fields, find the field's row, open its actions dropdown, and choose Recalculate. Trak confirms with "Recalculate this field?" and then queues the field — you'll see "Field Queued for Recalculation". This recomputes every value for that field.

What you can change later

You can rename a field, change its instructions, move it to another group, and toggle whether it's collaborative. You cannot change a field's type once it exists — to switch types, create a new field.