Process Step Settings: Custom Data Fields
Custom Data Fields are used to store some additional data associated with the step.
Open Step Settings and expand "Custom Data Fields" section.
Click on "add" link to open "Create New Custom Data Field for %step_name% Step" popup. Open picklist "Type" and select data type which field should represent:
Custom Data Field type can be:
- Text - short sting
- Long Text - some long text data
- Decimal - a number
- Date - a date without time
- Date Time - a date with time
- Checkbox
- Picklist - a dropdown list with a set of selectable options and ability to select a default value
- Tag - a field that has only name
All field types have the mandatory property "Name", that is used to identify the field.
In spite on "Name" property can contain any text, it is a good idea to make it contain alphanumeric characters and underscore only, if you plan to use them in some formulas or conditions, because custom data field names are used in merge fields, which will not work if contain spaces, hyphens, brackets, etc.
Fields of any type expect "Tag" have the "Default Value" property that is not required.
Field of Picklist type has an "Options" field where options should be listed (separated with semicolon). After "Options" is populated, user become able to select one of them as default value, if needed.
Field of Tag type has no other properties - it's name is used as it's value.
Field of any type expect "Tag" also have properties "Read Only" and "Required", which names describe them enough.
Save configured custom field.
All custom fields will be shown in step properties. Configured fields can be deleted (red cross icon), added to library (paper icon), or edited by clicking on name of proper field:
Custom Data fields will be shown in the "Data" tab of the proper step on Progress Component:
Custom Data field values can be changed - click "Edit" icon. The field value will be shown in Edit mode. Make changes and click "Save" icon:
Custom Data fields can be used like a step property in different situations, e.g., step actions. They will be listed as fields of "$Properties" Context Object in Merge Field Picker:
Scenario example
Assume we want to make a workflow for servicing and fixing of electric generators. We make process on the "Case" object, and have a requirement to set "Case Type" field to "Electrical". Due to all problems with generators are related to this type, we have decided to introduce subtypes. Let them be Voltage deviation, Electric malfunction and Overheating. And we have 3 persons responsible for these problems.
These subtypes we need in the current process only, so, we do not need to modify or create Case object fields. We can use Custom Data fields instead:
- Create a process on Case object:
- Make a step (named "Check problem subtype") with Custom Data Field (named "ProblemType") of Picklist type with these options:
- Voltage deviation
- Electric malfunction
- Overheating
- Make this picklist required (user must make a selection) and set no default value (to avoid leaving a default value unchanged):
- This step has 3 parallel outgoing connectors to separate steps. These steps have different responsibilities (assignees), and related to the one of problem types.
- Each outgoing connector must have a condition which will make active proper step depending on which value has beet selected in the ProblemType picklist:
Note: do not make these connectors be parallel branches - they must not be executed all in parallel flows.
- Save and activate the process.
Now, the process can be started. Assume, case record is already created.
- Proceed first step and see step "Check problem subtype" active:
- Go to "Data" tab.
- Edit "ProblemType" field and select "Electric malfunction":
- Save it.
- Proceed the step.
- A condition should be matched by connector to step "Check electrical problems", so, it will become active.
This way allows to add some easy interactivity to a particular process without modifying a data source object, record fields, etc.





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