Fields

Fields lets you extend any record without code — add the data your business needs to capture, and have it flow into validation, reporting, and templates.

Add a custom field

1. Go to XO Core → Fields → Custom fields → New.
2. Choose the entity (client, product, employee, invoice, etc.).
3. Pick the type — text, number, date, dropdown, checkbox, file.
4. Set validation (required, format, range) and visibility rules.
5. Save — the field appears on that record and in reports.

📷 Screenshot: adding a dropdown custom field to the client entity.

Dynamic dropdowns & related forms

• Dynamic dropdowns populate options from data (e.g. dependent lists).
• Related forms / sub-forms capture repeating structured data (e.g. a client’s multiple sites).

Import & report

• Import custom-field data in bulk via Excel.
• Filter and group by custom fields in Reports.

Best practices

• Add fields that you’ll report or act on — avoid clutter.
• Use validation so data stays clean at entry.
• Prefer dropdowns over free text for anything you’ll filter by.

Troubleshooting

• Field not on a form. Check the entity and visibility rules.
• Can’t report on a field. Confirm it’s a structured type (not a free-text note).

Related guides

• Workflow
• Templates
• Reports