Sometimes, you need very specific fields on objects that are not available by design or by default in Wello Solutions. For this reason, you can create your own custom fields. A custom field is a field that you create to store additional information that is not available in the standard system fields.

Instead of being limited to the default fields provided by Wello on objects such as users, customers, tasks, work orders, and equipment, you can create extra fields to show more information tailored to your business needs. Custom fields created for Accounts, Equipment, and Users can also be included in forms and completed by technicians in the Field Service app. The data entered by technicians is then written back to the correct object in the portal.

In more detail, a custom field is an additional data element that you define on top of the default fields. For example, if “Customer Name,” “Address,” and “Phone” are standard fields on a customer account, you might add a custom field called “Risk Level” or “Gate Code.” A custom field is always attached to a specific object, such as a customer, user, task, work order, or equipment. This means that each record of that object can store its own value for that field.

You can create custom fields (also called user-defined fields) for the following objects in Wello Solutions:

Each object has its own custom field module, accessible via the portal settings. You can configure up to 100 custom fields per object, choosing from various field types (e.g., checkbox, dropdown, text field). Once configured, these fields can be used to capture additional information specific to your needs. If you archive a field, it still counts toward the 100-field limit and cannot be reactivated through the portal. You need to contact Wello Support to clear data from archived fields.

Below, we look at each object type for which custom fields can be created: Users, Customers, Tasks, Work Orders, and Equipment.

A custom field for users in Wello Solutions is an additional, user-defined data field that you can add to the User object to capture extra information not included by default. These fields can be of various types, such as checkboxes, dropdown lists, or text fields, allowing you to tailor user profiles to your organization’s needs.

Custom fields are always linked to the User object (technicians, colleagues, and managers). This means every user record in the portal has a place to store a value for that field.

A custom field for customers (also referred to as companies or accounts) in Wello Solutions is a user-defined field that allows you to capture additional information specific to your business needs for all customers/account, beyond the default fields provided in the system. Once created, this field becomes part of the customer master data and is available everywhere customers are used.

Custom fields for Tasks in Wello Solutions are user-defined fields that allow you to capture additional, task-specific information not included by default. These fields can be of various types, such as checkboxes, dropdown lists, or text fields, enabling you to tailor task records to your organization's requirements.

These values can be used to categorize tasks or support planning decisions.

Custom fields for work orders are user‑defined fields that you add to the Work Order object so you can capture extra, job‑specific information that is not available in the standard work order fields (such as status, type, description, planned date, or customer).

Custom fields for equipment in Wello Solutions allow you to capture detailed, equipment-specific information beyond the default fields provided. These fields are essential for building specification sheets tailored to each equipment type, ensuring that only relevant data is collected for each type of equipment.

Custom fields are linked to specific equipment types, so when you create a custom field, you must select which equipment type it applies to. You can also create global custom fields that apply to all equipment types, useful for shared attributes.

There are many field types available, such as checkboxes, dropdown lists, and text fields, allowing you to customize the data you collect.

Adding custom fields from Users, Accounts, and Equipment to Forms

Custom fields from objects like Users, Accounts (customers) and Equipment can be added to Forms. Technicians see and fill them in the Field Service app. Behind the scenes, these fields are still real custom fields on the portal. The form is just another way to view, update and include that data into the Service report PDFs or Form PDFs.

On the portal, each object below here can have its own custom fields:

You create these custom fields in Settings and when building a form, you can link these custom fields using the Custom Field option in the Form Composer.

Once linked, this is a true one‑to‑one link between that form field and that custom field. Any edits you do to the custom field from forms will have a direct impact to the object custom field configuration.

Save the form.

When a custom field is created and you set a default value, this default is used as the starting value for new records (new user, new account, new equipment, etc.) when they are created and for existing record in the system. If no default value is entered for the custom field, the field will be empty in the extra information section of the object record until someone fills it.

If a user changes the default value (on the object settings or via a form), the new value replaces the default and it will applies to future new records, and to existing record that still use the old default value (not change yet), but it does not overwrite existing record that has new value (default ones has been replaced).

The default value is only the initial value the system gives to an object record when the custom field is created. As soon as a user edits that custom field in the Extra Information section of the object record and saves a new value, that new value becomes the current master value for that record. The original default no longer matters for that record; it will not be applied again.

When a user or a technician changes the value on a custom field for a specific record (on the portal or via a form), that new value becomes the current master value for that record.

When a work order is created, it is linked to an account, one or more equipment items, and later to a technician. When a form that uses linked custom fields is added, the system knows which account, equipment, and user to use. When a custom field is linked to a form and the technician opens the form in the Field Service app during work order completion, the system first checks if a value already exists on the portal for that custom field. If a value exists, the form shows that value in the custom field. If no value exists, the system display an empty field.

When the technician enters or changes the value during work order completion, that value becomes the final value. It is saved in the form PDF or service report PDF for that specific work order depending on the form configuration, at the same time, any field linked to a custom field updates the corresponding account, equipment, or user value on the portal once the work order is completed. This means the portal always contains the latest master data.

Over time, the portal value is always the starting point for new work orders. Each completed form keeps a snapshot of what was entered during that visit, while the portal keeps the most recent value for future work orders.