Custom Fields

custom fields allow you to add additional fields to a candidate’s profile, a job, an offer, or an opening that you and other users can fill out, allowing for a further level of customization candidate, job and project custom fields can be configured on the legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ archive reason custom fields can be configured on the plus and enterprise plans foundations legacy plus plus enterprise ❌ ❌ ✅ ✅ custom fields overview creating custom fields object types custom fields can be associated with six primary object types in ashby object type description candidate these fields are used to capture details specific to individual candidates they appear on the summary tab of the candidate profile job these fields are used to capture details specific to individual jobs they appear on the settings page of a job offer these fields are used to capture details about an offer they appear on the offer activity that appears when a candidate is in the offer stage opening these fields are used to capture details specific to individual openings they appear at the bottom of the opening form projects these fields are used to capture details specific to the custom fields will show within the settings section of the project employee these fields are used to add additional information to user profiles on the employees page custom fields for can be access on the basic info tab creating custom fields candidate custom fields when adding in a custom field for candidates, the new field will be added to the summary tab of their profiles, ready for you to fill out newly created custom fields will be retroactively added to existing candidate profiles, as well as new ones candidate custom fields can be used for adding information like preferred name, full legal name, pronouns and more! field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value currency determine a currency or select a default currency long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create a candidate custom field ensuring you are on the candidate custom field view, click + new in the top right corner of the page the custom fields page open on the candidate tab a configuration form will appear with the following options title name your field description optionally, add a description that appears below the title field type (see options above) once you’ve created the custom field, you will see additional options when editing the custom field is private? if checked, only those with elevated access or organization admin access can view the field this could be used for fields with sensitive information like candidate salary expectations substitution token create a token to pull data from this field into an offer letter or e signature document if you opt to generate a token for a multiple choice custom field, you will get a follow up option customize substitution text more on this below docid\ qpgklrscmzgwc 7krbwds enable in email template? if checked, the data can be included in emails a token will be created that you can add to email templates to pull this information over more on this at substitution tokens docid\ p8ax 2lzye5qh7grothr6 show in chrome extension? if checked, the field will be accessible in the chrome extension and within ashby the options enable in email template? and show in chrome extension? are only available for candidate custom fields find candidate custom fields on the candidate profile once created, candidate custom fields will appear on the summary tab of the candidate profile these fields can also be used in email templates https //app ashbyhq com/admin/organizational settings/email templates as custom tokens in the interview briefing https //app ashbyhq com/admin/interview/interview briefing settings as custom viewable fields in searches and reports creating custom fields job custom fields job custom fields can be created to add additional internal information about a job just as with a candidate, you can fill in the field title, add a description and pick a field type for data input with a job custom field, you have the additional field type option of a number range field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value currency determine a currency or select a default currency number range a range of numbers with a lower and upper bound long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create a job custom field ensuring you are on the job custom field view, click + new in the top right corner of the page to open up the new custom field menu the custom fields page open on the job tab a configuration form will appear with the following options title name your field description optionally, add a description that appears below the title field type determine the type of information that should be added to this field is required? if checked, the job cannot be opened or moved out of it’s draft state unless this field is completed when editing the custom field, you will see additional options is private? if checked, only those with elevated access or organization admin access can view the field require reapproval? if the value in this field is changed and you have an approval process in place for the job, reapproval will be required substitution token create a token to pull data from this field into an offer letter or e signature document if you opt to generate a token for a multiple choice custom field, you will get a follow up option customize substitution text more on this below docid\ qpgklrscmzgwc 7krbwds restrict which jobs include this field? here you can set criteria using filters only the jobs meeting your set criteria will have this custom field find job custom fields on the jobs’ settings once created, the custom field will show in the settings tab within a job newly added custom fields will show for all jobs, regardless of when the job was created these fields can be used in searches and reports to record job specific requirements or preferences if you try to open a job without completing required job custom fields, you will see a missing value message when amending the job status a draft job can be created and amended without completing the required fields creating custom fields offer custom fields ensuring you are on the offer custom field view, click + new in the top right corner of the page to open up the new custom field menu the custom fields page open on the offer tab offer custom fields can be added to an offer to collect additional information from a candidate optionally, these fields can be set up as tokens to automatically populate information in the candidate's offer letter for more information on creating offer letters, visit offers and offer letters docid\ klimfx9n1tahebvkmgpoh field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value currency determine a currency or select a default currency long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create an offer custom field title name your field description optionally, add a description that appears below the title field type (see options above) depending on type selected, an options panel may appear is required? determine if the field must be filled out once you’ve created the custom field, you’ll have additional options when editing it too instructions if instructions are provided on the offer custom field, this show to team members when they fill out a candidate's offer (instead of showing the custom field's description) these instructions can also be set with rich text formatting, which will also show when filling out the candidate's offer require reapproval if the field's data is changed, the offer must be re approved substitution token create a token to pull data from this field into an offer letter or e signature document if you opt to generate a token for a multiple choice custom field, you will get a follow up option customize substitution text more on this below docid\ qpgklrscmzgwc 7krbwds default value determines the default value to use when this field is used in a fillable form please note that the default value can only be pulled from a custom field with the same field type (for example, multiple choice in this case), or can be set to be a static value instead hide this fields if a default is chosen? if a default value is found using the default value option above, hide this field in the offer form make this field non editable? if a default value is selected, then the field cannot be overridden manually within the offer details restrict which offer forms include this field? specify which jobs or departments should display this custom field on offers find offer custom fields on the candidate profile when you click create offer on the profile for a candidate in the offer stage, the field will show on the create new offer pop up these fields can be used to capture specific offer details or terms to replace fields in docx, pdf, and dropbox sign e signature requests to record special instructions or notes related to the offer multiple choice custom fields customize substitution text if you opt to generate a token for a multiple choice custom field, you’ll have the option to customize the text added by the token to your offer letter or e signature document, depending on the choice selected for your custom field once you’ve generated the token within the substitution token section of the custom field, click customize substitution text to open up the customize substitution text window the window will show each option that can be selected for your multiple choice custom field select an option from the options list, then add in the text that should replace the substitution token within the offer letter or e signature document when that option is selected within the offer details for example, if full time is selected for the offer in this case, the token will be replaced by ‘full time employment’ if added to the offer letter template if you don’t want the token to be replaced by text for specific options, toggle on the replace with no text option this option removed the token from the document if added and will not add in any substitute text in it’s place click save to save any amendments made to the option substitution text make sure to save amendments to each option as you go to avoid losing your changes the number of custom text options set for each option will be listed within the customize substitution text button for your reference so here, text options have been set for two out of the four options available creating custom fields project custom fields now you can add custom fields specifically for your you can use these to specify and house information in your project’s settings page you can show these custom fields as additional columns when viewing projects or filter by custom fields as needed field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance creating a project custom field to create a custom field for your projects, head to custom fields https //app ashbyhq com/admin/organizational settings/custom fields/project within admin, from there, click the projects tab click new to create a new custom field the custom fields page open on the project tab when creating a new custom field, you’ll be asked to add the following; title the name of your field, used for filtering and the header if you add a column for this custom field to your project description a description that will show internally to clarify the information to be added to this custom field field type specify the format of the information added to this field is required? does this information need to be included? show in project list by default? check this if the custom field should be shown as a column when viewing your project list completing project custom fields to add information to the custom fields on a project, navigate to sourcing, then projects https //app ashbyhq com/projects click on the project in question, then click settings your custom fields will be listed under the basic info section if a custom field is set as required, you’ll see a warning message below an empty field requesting that you select an option or complete the field if a required field was previously filled and the information is removed, when navigating to another field, you’ll see a message prompting you to complete the field if you navigate away from the page leaving the field empty, the field will revert to containing the previously entered information filtering by a project custom field to filter by a project’s custom field, ensure that the advanced toggle is on for filtering from there, click add field to match to select the custom field you’d like to filter by once the filter has been selected you can then specify the field information you’d like to use to find specific projects creating custom fields opening custom fields custom fields can be created to add additional internal information about an opening just as with a job, you can fill in the field title, add a description and pick a field type for data input with an opening custom field, you have the additional field type option of a compensation range learn more about openings in openings management docid\ ksxxwi1zugaw8lrp8jwxz field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value compensation range a compensation range and interval number range a range of numbers with a lower and upper bound long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create an opening custom field ensuring you are on the opening custom field view, click + new in the top right corner of the page a configuration form will appear with the following options title name your field description optionally, add a description that appears below the title field type determine the type of custom field you’d like to configure is required? if checked, an opening cannot be moved from it’s draft state unless the required field is completed when editing the custom field, you will see additional options substitution token click the click to generate token button to create a substitution token for this custom field restrict which openings include this field? set criteria here to determine the openings that should include this field you can edit default opening custom fields to set them as required you will not be able to set criteria to limit the jobs that include default fields find opening custom fields on openings once created, the custom fields will appear at the bottom of the opening form when clicking the draft tab below the opening id to adjust the opening status, if any required fields aren’t completed, you will see a missing value message a draft opening can be created and amended without the required fields being completed the missing value message will only be shown when the opening status is changed creating custom fields employee custom fields when adding custom fields for employees, these will show on the basic info tab of each user’s profile on the employees https //app ashbyhq com/admin/users field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create an employee custom field to create an employee custom field head to admin > organization setup > custom fields and select the employees tab click + new in the top right corner of the page the custom fields page open on the employee tab a configuration form will appear with the following options object type specified as employee title name your field description optionally, add a description that appears below the title field type select the field type from the drop down to determine the information that should be added to this field completing the field on a user profile to access the employee custom field, head to the employees page, then click on a user’s profile you should be able to see custom fields on the basic info tab of their profile creating custom fields archive detail custom fields you can now create custom fields so you can capture additional data when archiving or rejecting a candidate in ashby please note that this option is only available on the plus and enterprise plans field types field type description yes/no toggle yes or no short answer input a single line of text date select a single date multiple choice select a radio button checkboxes select one or more checkboxes number input a single numeric value currency determine a currency or select a default currency long unformatted answer input multiple lines of text url add a url into this field employee a single select dropdown showing all employees in your ashby instance create an archive detail custom field ensuring you are on the archive detail custom field view, click + new in the top right corner of the page the custom fields page open on the archive detail tab a configuration form will appear with the following options title name your field description optionally, add a description that appears below the title field type (see options above) depending on type selected, an options panel may appear is required? determine whether a value must be added to this field on editing an existing archive detail custom field, you’ll see some additional options is private? determine whether or not all users can see this field, or if only those with organization admin or elevated access admin private access can see this field restrict which archive forms include this field? if you check this box you can set criteria for when this field should appear when archiving a candidate for example, you could opt to add a filter based on archive reason, so if a candidate gets a competing offer, you can add further details for your reference click + add field to match to select the field to filter by, then specify the value or values for your criteria find archive detail fields when archiving a candidate if you click archive on a candidate’s job consideration to reject them, you archive details custom fields will show on the archive form if you have restricted the archive forms that include your custom fields, only those that meet your criteria will display your created fields listing archive form details in custom list reports once you’ve completed the archive form, you can run reports using your archive detail custom fields to view this information your archive detail custom fields can either be displayed on a report (as fields to show) or as filters on an report for example, you could build a custom list report, filtering for archived candidates, then opt to add your archive detail custom fields as fields to show so this information is easily accessible navigate to reports > build reports > custom list subject job considerations time field & interview job consideration’s started at to show \[insert your chosen time range here] per \[set your interval here] filter job consideration’s outcome is archived fields to show job consideration’s candidate, job consideration’s job, any archive reason custom fields you’d like to include you can also opt to include information like the furthest stage group reached and the job consideration’s archive reason faq i c an't view a custom field i should see what do i do? check with an organization admin to see if the is private option is enabled for that field they can either disable it or adjust your permissions how do i archive or restore a custom field? you can archive or restore a custom field when editing it click the archive/restore button in the top right corner of the field to take the appropriate action w hy can't i archive certain custom fields? default custom fields (e g , reason for outreach) cannot be archived check for the default tag when editing them to identify default fields h ow do i sort my fields? fields will appear in the same order they appear on the custom fields page in admin if you’re using a multiple choice or checkbox field, the options are able to be sorted alphabetically and reverse alphabetically can i show information added to a candidate custom field to an interviewer on their interview briefing? you can, yes head to interviewer briefing info within admin from there, you’ll be able to select the fields you’d like to show to your interviewing panel when they look at the interview briefing want to get this information from the candidate’s application form? check out our guide on form field connectors docid\ hdnnc9znj8gsr0fjxuyqn to find out how to link application form fields to candidate custom fields can i import data into custom fields when importing via the bulk csv importer? you can, yes custom fields can be selected at the mapping stage more information on custom fields can be found in our custom fields docid\ qpgklrscmzgwc 7krbwds guide i have a lot of custom fields what filtering options are available? when filtering custom fields, you can filter by status (active or archived), you can filter by field type (e g yes/no, short answer) or you can filter by field source (e g a custom offer field syncing over from an integration hris) c an i use archive detail custom fields to migrate and map greenhouse rejection questions? yes, greenhouse rejection questions will be mapped as archive detail custom fields in ashby during migration if you need to have these remapped, please reach out to your csm or support\@ashbyhq com mailto\ support\@ashbyhq com