CRM & Custom Fields

PrimeTask's Custom Fields system lets you add structured data to any entity type - tasks, projects, contacts, and companies. This article covers how custom fields work from the CRM side: how fields appear on contact and company detail pages, how you set and edit values, how to hide a field on a specific entity without removing it from everyone else, and how relationship fields link CRM entities into the rest of the app.

For the full custom field system - creating fields, all field types, the field setup wizard, rollups, and relationship field configuration - see the Custom Fields Overview in the Custom Fields documentation. For Shared vs Isolated CRM mode interactions specifically, see Shared vs Isolated CRM.

Pro tier required

Custom fields and PrimeCRM are both Pro features. Using custom fields on CRM entities requires the Pro license. See License Settings.

What you can do

Add custom data to contacts and companies

using any of PrimeTask's field types - text, number, currency, date, dropdown, multi-select, rating, checkbox, URL, email, phone, relationship, and more

View custom field values on any contact or company

from their detail page

Edit values with auto-save

changes save as you type, no save button needed

Hide a field on a specific contact or company

without removing it from others

See a currency total

when a contact or company has multiple currency fields with values

Use the CRM field template

to quickly set up common fields for contacts and companies

Create relationship fields

that link contacts and companies to tasks, projects, or each other

Edit field definitions

(name, type, options) directly from a CRM detail page

Search across your custom fields

to find the one you need quickly

How to access custom fields on CRM entities

Custom fields appear on contact and company detail pages automatically once at least one field has been configured for that entity type:

From a contact's detail page: Open any contact - the Custom Fields section shows in the sidebar. Click any field to open the editing view. See Contact Details.
From a company's detail page: Same - the Custom Fields section shows on the company page. See Company Details.
From a CRM task: Open any CRM task - custom fields scoped to Tasks appear in the task editor, just like they do for regular tasks.
From the Field Setup Wizard: When creating CRM-related fields via the wizard, you can target the Contacts or Companies scope directly. See Field Setup Wizard.
From Category Management: Manage all field definitions from Settings → Category Management → Fields tab. See Category Management Settings.

Things worth knowing

Custom fields are scoped to entity types

When you create a custom field, you choose which entity types it applies to:

Scope	Where the field appears
Contacts	On every contact's detail page
Companies	On every company's detail page
Tasks	On every task editor - including CRM tasks (see below)
Projects	On every project's Fields tab (not CRM-specific)

A single field can be scoped to multiple entity types if you want the same data tracked everywhere. See Custom Fields Overview for the full scope configuration.

Viewing custom field values

On a contact or company detail page, the Custom Fields section shows every field that has a value set. Fields without values are summarised into a count that tells you how many are available - click it to open the editing view and start filling them in.

The section supports two display modes - a compact view for quick scanning and a detailed view for reviewing every field. Your preference is remembered.

Editing values - auto-save, no save button

When you open the Custom Fields editing view on a contact or company, every change you make is saved automatically as you type or select. There's no save button to click and no risk of losing edits because you forgot to save. Change a value, move to the next field, and the previous one is already persisted.

You can also search across your fields by name from inside the editing view, which is helpful when you have a lot of fields configured and need to find a specific one quickly.

Currency totals

When a contact or company has two or more currency fields with values, PrimeTask shows a running total across all of them. This is useful for tracking aggregate financial data on a single entity - for example, a contact with Contract Value, Retainer, and Bonus fields automatically shows the sum. For more sophisticated financial calculations, see Rollups & Financial Tracking.

Hiding a field on a specific entity

You can hide an individual custom field on a single contact or company without removing it from everyone else. This is useful when most contacts need a field but a few don't - instead of seeing an irrelevant empty field, you tuck it away.

Hidden fields are grouped into a separate section at the bottom of the editing view. You can unhide them at any time to bring them back for that specific entity.

Hide vs delete

Hiding a field on one entity affects only that entity. Deleting a field definition removes it from every contact or company in the Space. If you just want to clean up one entity's view, hide - don't delete.

Editing and deleting field definitions from CRM pages

From the Custom Fields editing view on any contact or company, you can edit the field definition (rename it, change its options, adjust its type) or delete it entirely. Both actions affect the field globally - every contact or company in the Space sees the change.

Editing or deleting a field definition is Space-wide

Changing a field's name or type updates it on every entity that uses it. Deleting a field removes its values from every contact or company in the Space. If you only want to clear one entity's value, set it to empty - don't delete the definition.

Adding new fields from a CRM detail page

You can create a new custom field directly from the editing view on any contact or company - no need to navigate to Settings first. The new field becomes available across the entire Space, scoped to the entity type you're currently viewing. This is the fastest way to add a field when you realise you need one mid-workflow.

The CRM field template

PrimeTask's Field Setup Wizard includes a built-in CRM template that configures common fields for contacts and companies in one step - things like job seniority, key interests, contract value, headcount range, account tier, and other CRM-relevant data. The wizard sets the correct scope for each field automatically, so you don't have to configure contacts-vs-companies manually.

For the complete set of built-in field templates and how the wizard works, see Field Setup Wizard.

Relationship fields - linking CRM entities to anything

PrimeTask's relationship fields can target any entity type, including contacts and companies. This lets you create structured links like:

A "Lead" relationship field on every task, targeting contacts - assign a lead contact to a task without using the assignee field
A "Client" relationship field on every project, targeting companies - link a company to a project as structured data
A "Reports To" relationship field on every contact, targeting other contacts - build org charts and reporting lines
Any relationship can be single (one linked entity) or multiple (many), and optionally bidirectional so the link appears on both ends

When you click a relationship field, PrimeTask opens a search that lets you find and link contacts, companies, tasks, or projects. If the relationship is bidirectional, the linked entity's Connections & Backlinks section updates automatically.

For the full relationship field system, see Relationship Fields & Connections. For how relationship fields work specifically in Isolated CRM mode (where the search merges isolated and shared contacts), see Shared vs Isolated CRM.

CRM tasks share the Tasks scope

CRM tasks and regular tasks use the same custom field scope - Tasks. Any field you configure for tasks appears on both regular tasks and CRM tasks. There is no way to create a field that appears only on CRM tasks and not on regular ones.

If you need to differentiate, the practical approach is to use the field on both types and simply leave it empty on whichever type doesn't need it - or use a conditional workflow (e.g., a "CRM Type" dropdown field that only gets filled on CRM tasks).

For CRM tasks themselves, see CRM Tasks.

Common questions

"I want to track each contact's contract value."

Create a Currency field with the Contacts scope, name it "Contract Value", and save. It appears on every contact's detail page immediately. Open any contact, click into the Custom Fields section, and enter the value. For tracking aggregate financials across multiple entities, see Rollups & Financial Tracking.

"I want to track multiple financial fields per company and see the total."

Create several Currency fields scoped to Companies (e.g., "ARR", "Implementation Fee", "Renewal Value"). When a company has values in two or more of these fields, the Custom Fields section automatically shows a running total. No configuration needed - the total appears as soon as there are multiple currency values.

"I want some fields to show on most contacts but not on a specific one."

Open the contact you want to clean up, go to the Custom Fields editing view, and hide the fields that don't apply to that person. The fields stay on every other contact; they're just tucked away on this one. You can unhide them later if you change your mind.

"I want to link a CRM contact to a task as a 'Lead' field, not just as an assignee."

Create a Relationship field with the target type Contacts, name it "Lead", and scope it to Tasks. Now every task (including CRM tasks) has a Lead field that you can set to any contact. This is separate from the assignee field - assignees are who's doing the work; the relationship field is structured metadata about who the task is about. See Relationship Fields & Connections.

"I created a field on a contact but it also shows up on my regular tasks. Why?"

You probably scoped it to Tasks instead of (or in addition to) Contacts. Open Settings → Category Management → Fields tab, find the field, and check its scope. If it's set to both Tasks and Contacts, tasks will show it too. Remove the Tasks scope if you only want it on contacts.

"Where do I go to create the standard CRM fields in one step?"

Use the Field Setup Wizard from Settings → Category Management → Fields tab. Pick the CRM template and it sets up common contact and company fields with the correct scopes automatically.

Where to go next

If you want to…	Read this
Learn the full custom fields system	Custom Fields Overview
Use the Field Setup Wizard with the CRM template	Field Setup Wizard
Understand relationship fields in depth	Relationship Fields & Connections
See how Shared vs Isolated CRM modes work	Shared vs Isolated CRM
Use rollups and financial tracking	Rollups & Financial Tracking
See incoming relationship links on a CRM entity	CRM Connections & Backlinks
Manage contacts with custom fields	Contact Details
Manage companies with custom fields	Company Details
Work with CRM tasks that have custom fields	CRM Tasks
Manage field definitions from Settings	Category Management Settings
Return to the CRM hub	PrimeCRM Overview