Custom Field visibility, requirements, and use

Custom Field settings control who can see a field, whether it is required, and where its value appears. Review the effect on existing records, imports, and integrations before enabling a setting.

• Administrators only hides the field from other Staff.
• Required normally requires a value from non-administrators; administrators may be exempt.
• Required for all also applies to administrators.
• Use in filters creates a module filter.
• Show in lists makes the value available as a list column.
• Show in PDF adds it to supported document PDFs.
• Customer Portal visibility and edit restrictions appear only for supported modules.

Use clear, non-duplicated options for select fields. Renaming an option changes its meaning wherever it is used, so review filters, reports, and mappings first.

Create fields before import and align file values with Hanna options. When a Lead field is used by email integration, enable the relevant setting and verify the incoming mapping. After changing a name, type, or options, review API, Webhook, Zapier, and other mappings.

For a new required field, first create it as optional, populate existing records, and only then make it required. Test record creation, editing, lists, filters, export, and, where applicable, PDF and Customer Portal behaviour.