Custom Fields

Custom Fields are an easy way to individualize your InLoox account. You can create custom fields for InLoox Projects, Tasks, Mindmap nodes, Planning, Time, Documents, Budgets and (Budget) Line Items.

You can select from the following types of custom fields:

String: for text
Datetime: for dates
Integer
Decimal
Boolean: for checkboxes
List
Currency

Per default, a custom field is always visible. If you want to change that, you need to set a specific rule for the display of a custom field in a given section of InLoox. You may also set a default value for the custom field.

Per default, a custom field is unlocked for editing. If you want to lock it for editing, you can do so by defining either a that only users with editing permissions for the section can edit a specific custom field (e.g. editing permissions for Documents = editing permission for editing custom fields in Documents), only users in a specific role can edit a specific custom field, or only a specific person can edit a specific custom field. This feature has been available since InLoox 12.4 (September 2025).

Per default, a custom field is optional. You can turn it into a required custom field. InLoox will issue the warning "Important information is missing" to alert users to the required custom field, which may not be left empty. This feature has been available since InLoox 12.4 (September 2025).

PLEASE NOTE In order to create custom fields, you must have admin-permissions for your InLoox account. Custom Fields are only available in the InLoox Enterprise, InLoox Enterprise Plus and InLoox On-Prem editions.

How to create a new custom field

Video tutorial: Create custom fields »

To create a custom field, please follow these steps:

In InLoox Web App, click on your profile picture in the bottom left corner.
Click on Account Settings.
Click on Custom Fields.
From the tabs, select the InLoox section where the custom field should be dispayed, e.g. the manage-site of the project.
Now, click on the button New to open the editing window to add a custom field.
Type in the name of the custom field.
Select the type of custom field from the drop-down menu.
Click Save. The custom field is now created and is per default "always visible".

Pro Tip: Project Traffic Light

If the light’s red, the project’s in trouble – it’s as simple as that. With the project traffic light in InLoox, you can instantly see which projects demand your full attention. In this blog post, we’ll show you how to quickly and easily set up the traffic light using a custom field.

How to set a display rule for a custom field

After you have created the custom field, you can set a specific rule for when it should be displayed.

Click on "Always visible" to open the editing window Set Display Rule.
Select a dataset for the rule, e.g. Client name.
Enter a regular expression for the rule, e.g. XYZ Corporation. To test your regular expressions you can use the field Test. To test more complex regular expressions use e.g. regex101.com.

Tip If you want to create custom fields for personal tasks without project context, create the custom field in the Task Item tab and then create a rule for the Project Name field. Enter the following expression: ^null$
Result: The custom field will automatically be displayed for all your personal tasks that are not part of a project.

How to edit or delete a custom field

You may edit the fields Name, Default Value and the Rule of an existing custom field. Simply click on it and edit it. You may not change the type of an existing custom field.

To delete a custom field, simply click on the Trash-Icon next to it and click Delete to confirm the deletion of the custom field.

Searching custom fields of the type List

Since InLoox 11.14, you can search through existing custom fields of the type List. This is particularly useful for accounts with a large number of list entries of this type.

In the InLoox settings, click on Custom fields and select an InLoox area, e.g. Projects.
Click on the list icon to call up the custom field of the list type for editing.
Now enter the name of the list entry you are looking for in the search field at the top right.

How to enable write protection for custom fields

InLoox custom fields can be locked for editing. You can enable the read-only protection for each custom field individually and define, whether the custom field can be edited either:

by every user with the permission to edit the section, for which the custom field was created. E.g. a person with editing permission (either from their global user permission, their project role permission or their devision permission) for documents can edit the custom field "Approved".
by every user with a certain role. E.g. only people with the role "project manager" with the role based permission to edit documents can edit the custom field "Approved".

by one specific person, who is assigned to a specific custom field, can edit this custom field.

Go to Account Settings and click on Custom fields.
There, click on the section for which you want to create a read-only custom field and click on New.
Type in the custom field's name and select the type of custom field from the menu.
Click on Save, InLoox creates the custom field as an unlocked one.
Click on the unlocked-symbol next to custom field.
In the Enable write protection-window, you now define who can edit this custom field: select "All users with write permissions on X" to allow every user with this permission to edit this custom field. Select "Specific roles and persons" if you want to narrow it further.
Then click on Save (Close).

Should you need to change this setting, simply click on the locked symbol again and edit the read-only setting for a custom field.

How to make custom fields mandatory

Per default, custom fields are optional. You can make them mandatory, therefore requiring account users to put in data, otherwise they will see a red notification alerting them to the mandatory custom field.

If you want to turn a custom field into a mandatory one, simply check the box "Warn if emtpy".