Use custom fields in your resources

Custom fields let your organisation record information that Foodworks does not capture out of the box. They work closely with resource sub-types:

• Custom fields are extra data entry fields on a resource, such as a supplier code, a specification review date or an approval status. They appear on the Custom fields tab of your resources.
• Resource sub-types split a standard resource type into more specific kinds. For example, you might split your recipes into brand lines, such as your core brand and a private label range, and capture a different set of information for each.

To learn how to create sub-types and assign them to resources, see the Resource sub-types article.

Create and manage custom fields

Custom fields are created in Organisation settings and appear on the Custom fields tab of every resource they apply to, in each workspace where they are turned on.

To access Organisation settings you must be an Organisation Owner or Administrator.

Create a custom field

1. Open Foodworks.
2. Go to Organisation settings and select Custom fields.
3. Select Create field, or + Create field inside a section to add it straight to that section.
4. Enter a Name and, optionally, a Description to give users extra context.
5. Choose a Type (see Field types below).
6. Set Visible on to the base resource types and sub-types the field should appear on. It defaults to all three base types (raw materials, sub recipes and recipes).
7. Complete the Field settings for the chosen type.
8. Turn on Required if users should be prompted to complete the field before publishing. This prompts users but does not block publishing.
9. Check the Preview to make sure you're happy with the new field.
10. Save the field, then turn it on in each workspace that needs it (see Turn fields on in a workspace below).

A new field does not appear on any resource until a workspace turns it on.

Organise fields into sections

Sections group related fields together, both in settings and on the resource. Select Create section to add one. Fields not placed in a section sit under Uncategorised.

Drag sections and fields by their handles to set the display order. The same order is used on every resource's Custom fields tab.

Turn fields on in a workspace

1. Go to Workspace settings.
2. Under the Data heading, select Custom fields.
3. Tick each field to turn on. Ticking a section ticks all of its fields, and Select all ticks everything. Use the Sections panel on the left to narrow the list.

Changes save automatically.

You cannot create or edit fields in Workspace settings. To do so, go to Organisation settings.

Fields and sub-types are turned on separately. If a field is visible only on specific sub-types, turn on at least one of those sub-types as well, or the field has nowhere to appear. To turn on sub-types, see the Resource sub-types article.

Fields that no longer apply

A field can stop applying to a resource when the resource's sub-type changes, the field's Visible on setting is narrowed, the field is turned off in the workspace, or the field is archived in the organisation. Values are never deleted.

• If the resource has a saved value, the field shows dimmed and read-only in an N/A (not applicable) area at the bottom of the Custom fields tab.
• If there is no saved value, the field is not shown.
• These fields never trigger the Required prompt.
• If the field applies again later, it returns to its section with its value intact.

To hide the N/A area entirely, go to Workspace settings, select Custom fields under the Data heading, and turn on Hide orphaned fields on resource.

Permissions, limits and things to know

Who can do what

Change or retire a field

Some settings are locked once a field is created, because changing them could invalidate values already recorded.

Fields cannot be deleted. Archive a field instead: it stops being editable but every value already recorded is kept, and you can restore it later. Archiving a select option works the same way. The option disappears from the dropdown menu, but resources that already use it keep it.

If you need a different type or number constraints, archive the old field and create a new one.

Field types

Troubleshooting and FAQs

A field I created is not showing on a resource. Check that the field is not archived, that it is turned on in the workspace, and that its Visible on setting includes this resource type. If the field is only visible on a certain sub-type, make sure that sub-type is turned on in the workspace and selected on the resource's General tab.

Why is a field dimmed under N/A? The resource has a saved value for a field that no longer applies to it. See Fields that no longer apply above.

Can I change a field type after creation (e.g. from Text to Number)? No. Field type is locked after creation. Archive the field and create a new one.

Can I delete a custom field? No. Custom fields can only be archived. This keeps every value already recorded, but no new values can be entered for the field.

I misspelt a select option. Archive the misspelt option and add a corrected one. Resources that already use the old option keep it until someone updates them.

A resource was published with a required field left empty. Required prompts the author but does not stop publishing. The prompt also only appears when the field is turned on in the workspace doing the publishing.

Why can't my Professional workspace use custom fields? Custom fields are part of Nutrition Labelling Enterprise. Professional workspaces cannot turn them on.