--- title: "Custom Field Record" slug: "custom-field-record" description: "Custom field record interface: General Info, Options table, and record type assignments." updated: 2026-02-18T14:51:25Z published: 2026-02-26T11:00:24Z canonical: "docs.restaurant365.com/custom-field-record" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Custom Field Record The Custom Field record contains the settings, selectable options, and associated records for a custom field. It defines the available selections when the field is applied and specifies where it can be used. Options and records can be activated or inactivated to ensure relevant selections. From this page, users can perform the following actions: - [Edit a Custom Field](/doc/docs/edit-a-custom-field) - [Deactivate or Activate a Custom Field](/doc/docs/deactivate-or-activate-a-custom-field) - [Delete a Custom Field](/doc/docs/delete-a-custom-field) --- ## Security Users with the following permission can view the Custom Field Settings: - Administration → Custom Fields → Custom Fields Setup → View Custom Field Users with the following permissions can edit the Custom Fields Settings: - Administration → Custom Fields → Custom Fields Setup → Edit Custom Field --- ## Navigation ****To open a new custom field record:**** 1. Navigate to the [**Custom fields page**](/doc/docs/custom-fields-page)**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0TU4OP5O.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A08%3A24Z&se=2026-10-29T05%3A08%3A24Z&sr=c&sp=r&sig=1zbRVlVuNS2wUFVLRjKYKLnDskvoKXeznlzkyU1jnys%3D) 2. Click **+ Add Field.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q89J0MTY.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A08%3A24Z&se=2026-10-29T05%3A08%3A24Z&sr=c&sp=r&sig=1zbRVlVuNS2wUFVLRjKYKLnDskvoKXeznlzkyU1jnys%3D) **To open an existing custom field record:** 1. Navigate to the [**Custom fields page**](/doc/docs/custom-fields-page)**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PKJ5ARAB.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A08%3A24Z&se=2026-10-29T05%3A08%3A24Z&sr=c&sp=r&sig=1zbRVlVuNS2wUFVLRjKYKLnDskvoKXeznlzkyU1jnys%3D) 2. Click in the desired **Custom Field** **row.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0956MHDR.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A08%3A24Z&se=2026-10-29T05%3A08%3A24Z&sr=c&sp=r&sig=1zbRVlVuNS2wUFVLRjKYKLnDskvoKXeznlzkyU1jnys%3D) --- ## Custom Field Buttons and Fields ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DY4DHALD.png?sv=2026-02-06&spr=https&st=2026-10-29T04%3A08%3A24Z&se=2026-10-29T05%3A08%3A24Z&sr=c&sp=r&sig=1zbRVlVuNS2wUFVLRjKYKLnDskvoKXeznlzkyU1jnys%3D) | | Button/Field | Description | | --- | --- | --- | | **General Info** | | **1** | Save | Saves the custom field record. | | **2** | ? Help Button | Opens the help menu where users can choose from the following options: - **Support Center -** Opens the R365 Support Center where users can create and view pending support tickets. - **Knowledge Base -** Opens the R365 Knowledge base where users can access documentation for features and functionality. - **R365 Academy -** Opens the R365 Academy where users can view learning videos for various modules. - **Product Releases -** Opens the most recent Release Notes for R365 where users can learn about new and updated functions and features. | | **3** | Menu | Opens a menu of the following options: - [**Delete**](/doc/docs/delete-a-custom-field)**:** Removes the custom field. - Custom fields that have been used in transactions **cannot** be deleted, but users can [deactivate the custom field](/doc/docs/deactivate-or-activate-a-custom-field) to prevent further use. - [**Make Inactive:**](/doc/docs/deactivate-or-activate-a-custom-field) Prevents use of the custom field on new or unapproved transactions. - Custom fields remain visible on approved transactions where they were previously assigned, but cannot be edited. If one of these transactions is later unapproved, the inactive custom field is removed. - This option is available for active custom fields and is replaced with the ‘Make Active’ option when a custom field is inactive. - [**Make Active:**](/doc/docs/deactivate-or-activate-a-custom-field) Enables use of the custom field on new or unapproved transactions. - This option is available for inactive custom fields and is replaced with the ‘Make Inactive’ option when a custom field is active. | | **4** | Close Button | Closes the Custom Fields record without saving. | | **5** | Field Name | User-created custom field name. This name will be displayed on transactions where the custom field is active. > [!NOTE] > Field names must be unique. | | **6** | Field Type | Displays the method for the field selection: **Select**- Selections are made from a dropdown list. > [!NOTE] > The field type is fixed and **cannot** be edited. | | **Options** | | **7** | Search | Filters the Option table for the entered text. | | **8** | Table Options | - Opens the [filter columns](https://docs.restaurant365.com/doc/docs/working-with-smart-grids#filter) window where users can create and apply filters to the table. - **Export** - [Exports the table](/doc/docs/export-grid-data) to a .csv file. | | **9** | Option Row | Name of the option as it will appear on associated records. Click to change the name of the option. | | **10** | Active Button | [Activates or deactivates](/doc/docs/activate-or-deactivate-a-report-subscription) the option for use in the custom field. > [!NOTE] > Inactive options remain on approved transactions, but will not be displayed in new or unapproved transactions. even if the transaction was previously approved. | | **11** | Trashcan Button | Deletes the option from the custom field record. > [!WARNING] > When deleted, the option is removed from all past selections and can no longer be selected for future transactions. > > This action cannot be undone. | | **12** | + Add Option | Adds an option to the list. All active options will be available to select on records where the custom field is active. > [!NOTE] > Option names must be unique for each custom field. | | **Records** | | **13** | Search | Filters the Record grid for the entered text. | | **14** | Filter | Opens the [Filter Columns](https://docs.restaurant365.com/doc/docs/working-with-smart-grids#filter) window where users can create and apply filters to the Records table. | | **15** | Record Row | Name of the record that has been added to the custom field. The name is display only. | | **16** | Show in Details | When on, custom fields can be viewed and selected in transaction detail lines. If off, custom fields are selected in the header section and apply to the entire transaction and detail lines. Learn more about the [show in details](/doc/docs/custom-fields-on-transactions) option. | | **17** | Active Button | Activates or deactivates the record from further use with the custom field. > [!NOTE] > Inactive records that are approved will continue to display the custom field, while new and unapproved records will not. If an approved record is unapproved, the custom field is removed. | | **18** | Delete Button | Deletes the record from the custom field. > [!WARNING] > When deleted, the custom field is removed from all past records and can no longer be selected for future transactions. > > **This action cannot be undone.** | | **19** | + Add Record | Adds a record to the list. All active records will display custom field options. > [!NOTE] > Each record can have up to three active custom fields. | Access rights granted to users or user roles that dictate what actions they can perform within the system. Restaurant365