Create custom fields on Service Agreements

Overview

Service Agreement custom fields let you capture agreement-specific data, such as region, contract type, or number of covered units, directly on service agreements. You can create custom fields once in Settings, and they appear on every agreement for your entire team to fill in, filter by, bulk edit, and report on.

Things to know

• Custom fields appear on agreements in all statuses: Draft, Auto-renew, Activated, Expired, and Canceled.

• When an agreement is renewed or duplicated, custom field values carry over to the new agreement automatically.

• Changes to custom field values are tracked in the agreement's audit trail. Filter the audit trail by Custom Fields to see only custom field activity.

Best practices

• Plan your field types before creating them: use Dropdown for controlled lists (such as region or contract tier), Numeric for measurable values (such as number of units), and Text for free-form notes.

• Align your reporting and operations teams on which custom fields to add as KPIs in reports and which to use for filtering and bulk edits from the Follow Up screen.

• Identify data your team currently tracks in agreement summary fields, notes, or spreadsheets; those are strong candidates for custom fields.

Step 1: Create a custom field in Settings

1. Go to the top toolbar and click Settings > Operations > Custom Fields.

2. Click Add.

3. Enter a name in the Name field.

4. From the Where It Appears list, select Service Agreements.

5. From the Type dropdown, select the information you want the field to include:        

   1. Text: Letters, numbers, and symbols

   2. Dropdown: A list of items to select from. Enter the first item in the list in the Option 1 field, then Click to add option to add another field.

   3. Numeric: Numbers only.

6. When finished, click Save. 

Step 2: Enter custom field values on an agreement

Custom fields appear on agreements in all statuses: Draft, Auto-renew, Activated, Expired, and Canceled.

Pre-activation agreements (Draft or Auto-renew)

1. Open the agreement you want to add a custom value.

2. From Step 1. Summary and Design screen, find the name of your custom field, and enter the value.        

   Note: If the custom field type is set to Dropdown, select a value from the list.

   

3. When finished, click Save and Continue.

Post-activation agreements (Activated, Expired, or Cancelled)

1. Open the agreement you want to add a custom value.

2. From the Service Agreement Management view, click Details.

3. Find the name of your custom field, and enter or select the value. 

4. When finished, click Save .

Filter and sort agreements by custom fields

1. Go to the navigation bar and click Follow Up> Service Agreements to open the agreement list.

2. From the filters section, find the custom field you created and click it.        

   Note: If the custom field type is set to Dropdown, select options from the list and click Save.

   

Tip: After you filter the table, you can perform bulk actions on selected service agreements to manage them at once.

Add custom fields as KPIs in Service Agreements report

1. Go to the navigation bar and click Reports.

2. Search for the Service Agreements report, and click to open it.

3. On the report screen, click Edit Report.

4. In the Search columns field, enter the name of your custom field to locate it and select it.

5. When finished, click Apply.

6. Click Save Changes and then Run Report.

Want to learn more?

• See Use custom fields

• See Create a service agreement step 1: Summary and design

• See Service Agreement Management overview

• See Follow up on service agreements