Custom fields let you add your own fields to contracts in License Manager, so each contract captures the details that matter to your organization. Instead of being limited to the standard contract fields, you can define exactly what your team needs to track: cost centers, internal reference numbers, purchase order numbers, internal approval dates, and more.
Once an administrator creates a custom field, it appears on every contract form across your account, giving a consistent place to record and view that information. This makes contracts better suited to the way your organization actually works, and keeps the data you rely on structured and searchable.
Available for:
Customers using SysAid Spaces.
Customers with License Manager Advanced, including during the free 14-day trial.
How it works
A user with system administrator permissions defines a custom field once, in License Manager settings. From that point on, the field appears in a Custom fields section on every contract form, where others fill it in as they create or edit contracts. Users can jump from the contract form back to the settings page using the Manage custom fields link.
You'll find custom fields under Settings > License Manager > Custom fields. The Contract custom fields page lists all of your fields, showing each field's Display name and Field type.
Please note:
These contract custom fields are separate from SysAid's existing custom fields, which apply to other entities such as service records, assets, CIs, and users.
Contract custom fields are managed in their own space in License Manager and don't appear alongside the other custom fields.
To learn about custom fields for other entities, see Custom fields.
Field types
When you create a field, you choose one of five field types:
Field type | Use it for |
|---|---|
Text | Short, single-line text, such as an internal reference code or a purchase order number. Up to 100 characters. |
Text area | Long text, such as a description or notes. Up to 500 characters. |
Number | Numeric values specific to your organization, such as a negotiated discount percentage or the number of support hours included in the agreement. |
Date | A date specific to your organization, such as an internal review date or a budget approval date. |
List | A predefined set of values that users choose from in a dropdown. If you choose List, you'll also need to add the relevant list values. |
Limitations
License: Requires License Manager Advanced. Without it, the Custom fields page shows sample data only. To try the feature, click Explore Advanced and start a free 14-day trial.
Permissions: Only system administrators can create and manage custom fields. The user must have the SysAid Administrator permission enabled. For more on permissions, see Managing Agent and Admin Permissions.
Field type is fixed: Once a field is created, you can't change its type. If you need a different type, delete the field and create a new one with the correct type.
Field length limits: A Text field accepts up to 100 characters, and a Text area field accepts up to 500 characters.
List value rules: Each list value can be up to 50 characters long and cannot include the following special characters: / \ : * ? " < > |
Unique names: Custom field names are case-sensitive, and you can't have two custom fields of the same type with the same name.
Deleting is permanent: Deleting a field permanently removes it and clears its value from all contracts. This can't be undone.
Not supported via CSV import: Custom fields cannot be added or updated via a CSV upload.
Localization: Most of the custom fields interface is available in English only, including the Custom fields settings page and the Custom fields section on the contract form.
Field names and list values are displayed as entered in all languages.
Creating and managing contract custom fields
Create a custom field
Go to Settings > License Manager > Custom fields.
Click Create field.
In the Create a custom field pop-up, enter a Display name. This is the label users see on the contract form.
Select a Field type.
If you chose the List type, add the values users can select from. See Set up a List field below.
Click Create field.
The new field is added to the list and immediately becomes available on all contract forms.
Set up a List field
When you select the List field type, a List values section appears:
Enter a value in the first value box.
Select Add value to add another value, and repeat for each option you want to offer.
To remove a value, select the trash icon next to it.
Select Create field when your list is complete.
Please note:
Each value can be up to 50 characters and cannot include / \ : * ? " < > |.
You cannot change the order in which the values appear.
Edit a custom field
After a field is created, you can:
Rename it by changing the display name.
Update its list values (for List fields): add, edit, or remove values.
To edit a field, open it from the Contract custom fields page, make your changes, and save. Remember that you can't change a field's type after creation.
Delete a custom field
Go to Settings > License Manager > Custom fields.
On the Contract custom fields page, select the trash icon on the field's row.
Click Delete field to confirm, or Cancel to keep the field.