In the section about Items, we mentioned the abundance of customization options. Now it’s time to explain the custom fields, which are one of the main reasons behind Infinity’s powerful flexibility.
When you click on an item, a sidebar will appear on the right. This is where you’ll be able to explore all the custom fields, choose the ones that you want to add to your items and customize each field to suit your needs.
Note: The field Name will be on the sidebar by default but you can remove it if you wish.
When creating a custom field, you will need to give it a name and specify other details that are required. Different custom fields will have different details to fill in.
So, let’s see which custom fields there are and what they serve for.
- Long Text
As its name suggests, this custom field adds a checkbox to your item. This field will come in handy on items representing tasks so you can check them off once they’re done.
Before you add this field, you will need to choose whether the default for all items in the folder will be an empty checkbox or a checkbox with a checkmark.
Adding a date will be really useful for time sensitive items. You can use it for deadlines, events, calls with clients, etc.
When creating this field, you will need to specify the date format. After you’re done, you will get to customize it on the sidebar by clicking the +Set Date field. A calendar will appear where you’ll be able to choose the date you want to add.
For projects involving sales, lead acquisition and CRM, you might want to include some numbers in your items. With Infinity, you can.
When creating this custom field, you will be asked to decide on the format, precision and default value for all the items in a folder. You will also be able to allow negative numbers. Once it’s created, this field will appear on the sidebar where you will be able to add and change numbers for each item.
This custom field will allow you to enter any kind of additional text you want to see when you look at your item.
To add the Text field, leave the default value empty or type in a default text if you want to include it on all the items in a folder. If you leave the default value empty, you will be able to create a different text for each item on the sidebar.
Sometimes you’ll want to add comments, instructions, additional details or just add plain text to an item. That’s when you can use Long Text.
To add a long text, just create this custom field and press Save. Find the field on the sidebar, click Add Description and then type in or paste the text. Long text will make the most sense in views such as columns and Kanban.
Checklist is a very useful custom field that will help you further categorize your items. For example, you can use the checklist to create subtasks within one task.
Creating this field works a little differently. Once you give your checklist a name (e.g. ‘Subtasks’) it will appear on the sidebar. Then you will have the option to add as many checkboxes as you want into your checklist by clicking +Add a Checkbox. They will only be a part of the item where you create them but you will be able to create different checklists in other items.
Members will be the people assigned to an item. In Infinity, you can add several people to a single item for the most effective collaboration.
When creating this field, you will have the option to allow multiple collaborators and notify the members being added. Once you do this, the attribute will appear below on the sidebar. Just add people you want working on this item by clicking +Add Member and choosing the team members you want to add.
For those dealing with a lot of files in their projects, Attachments will be one of the most valuable custom fields. Now you can have your tasks, important documents, reports, images and any other files you need in one place.
When you create this field, it will appear on the sidebar. Just click on the button with the plus sign to upload a file. You can attach more files to the same item following the same principle.
Labels in Infinity are incredibly versatile. Instead of having to choose among predefined labels, you can create your own sets of labels for different purposes. For example, you can create labels for task stages, priority tasks, client acquisition phases and countless other things. It’s all up to you. However, make sure you create different sets of labels for different purposes in order to set them apart.
When creating your set of labels you will get the options to allow multiple selection, allow creating new labels and allow items to be empty (without a label).
Before you hit Save, choose your labels on the spot by clicking Add New Label, then type in their names and choose their colors so you can easily differentiate between them. Next to each label’s name, you will find a blue button with an arrow where you will be able to choose the color.
Labels will show up on the sidebar. To assign a label to an item, click +Select Label and choose among those you’ve created.
You can also add links to your item. This can be helpful to teams attaching finished tasks in the form of links, for research stages, referencing, etc.
When you create this custom field, it will appear on the sidebar where you will be able to paste links. Keep adding more links in the same way.
Email and Phone
Want to include all your contacts (leads, clients, partners, etc.) in your project management tool so you can truly have everything in one place? Why not? This is what Email and Phone fields are for.
Adding emails and phone numbers works the same. Add the field and make sure you leave the value empty unless you want the same email or phone number on all items inside one folder. When the field appears on the sidebar, you will be able to insert the contact information you need for each item.
How to Navigate Custom Fields
If you’ve read the previous section where we explained how each custom field works, you pretty much know how to use custom fields. But, there are some other details you should learn to be able to use this powerful feature in the best way.
It’s very important to know that the custom field you create inside one item will appear across all items within one folder. However, you can customize the values in each item.
But here’s another cool thing. You don’t have to create the same custom fields again in other folders if you end up needing them elsewhere too. In other folders, the custom fields that you’ve already created will appear at the bottom of the sidebar under More Attributes so you can easily reuse them. Just click on the field you want to include and it will appear on the sidebar.
A similar thing happens each time you delete a custom field from an item. It will just move under More Attributes so you can use it again if you change your mind. If you’re sure you won’t need a certain field again, just delete it from More Attributes by clicking the X symbol.
Pay attention to the Default Values when creating custom fields. You should only enter a default value if you want the same value across all items within one folder. If not, just create the field and later add the value you need in each item.
Finally, if you want to remove or edit any of the custom fields from the sidebar, just click the three dots symbol that will appear when you hover over the field you want to alter.