Custom Fields

Modified on Thu, 08 Sep 2022 at 06:25 AM


Custom fields are available to be added to services, service groups, activities, staff profiles, client profiles, client cases, and tickets.  The configuration of fields is virtually the same regardless of where the field is being added.  This article will walk you through the types, features, and options.  While we will try to put together a list of exceptions at the end of the article, please note that there are a few options that are simply not available or not applicable to custom fields in certain areas.


Data Type

Allows you to select the type of input for the field.


Sets the label for the input (bolded text above the field).

Help Text

Sets the text that will appear underneath the label, before the field, in grey text.  This can help provide additional details, descriptions, or instructions. 


Only available form the following Data Types: Dropdown, Dropdown (Multi), List, Hierarchy

This section is for setting the dropdown options, list columns, or hierarchy options, each item being on a new line.  For advanced usage, please see the "Additional Details" section below.

Background Image

Only available form the following Data Types: Signature

An image can be uploaded, which will essentially turn the signature field into a "drawing field." allowing users to draw on the image.  This can be helpful in cases where the ideal input is to provide a diagram for users to draw on, circle parts of, or otherwise identify different areas of interest.  We recommend images that are at least 950x275px and are in that same aspect ratio.

Reminder Days

Only available form the following Data Types: Date

Only available for fields added to: Clients

When set, this amount of days before the date entered in the client profile, a notification will appear on the dashboard for staff that have access to the client's profile.

Default Value

Sets the default value of the field.  This can be a constant value, such as "True," or can be a keyword, such as "{{client.first_name}}."  Please note that some keywords will not map correctly, so make sure to test the usage after configuring.

Only Show If...

Only available if a dropdown field is also present in the list of fields

This setting allows you to turn the current field into a dependent field.  When values are chosen, the current field will only appear when those values are selected.  

EDI Field

This will only be present in certain environments, when fields are added to:  Services, Clients

When available, this field can be used to set healthcare reimbursement/billing overrides.  This should only be utilized by advanced users, as changes will affect EDI billing exports.

Is Required

Only available for fields added to:  Services, Activities, Service Groups, Tickets

When checked, this field will be required.  "Required" in HealtheFirst, means that if a user attempts to save a form (service, activity, etc.) without a value selected, they will receive a pop-up, reminding them to complete the field.  The save will still complete, and they can still move forward.

Client Can View

Only available when client portal is enabled, and the fields added to:  Services, Activities, Tickets, Clients

When enabled, this field and its value can be viewed by clients.  If this is not enabled, the field will be hidden.

Client Can Edit

Only available when client portal is enabled, and the fields added to:  Services, Activities, Tickets, Clients

When enabled, this field can be edited by clients.  If this is not enabled, but the above is enabled, clients will only be able to view the value.  Please use this logically with the above setting.

Chart Progress

Only available for fields added to:  Services, Activities

When enabled, values for this field will be accessible on the client's profile, under the "Progress" tab.  The tab will group responses by each field, and the values will be displayed in an appropriate format (numbers will be shown in a line chart, text will be displayed in a table, etc.).  For more information, see the "How do i...?" article.

Show on Invoice

Only available if invoiced billing rates are configured, and the fields are added to:  Services, Activities, Service Groups, Client Cases

When enabled, this field will appear in invoices.  If the field is associated with a service, activity, or service group, the value will appear in the appropriate line item within the invoice.  If the field is associated with a client case, it will appear outside of the table.

Show as Report Filter

Only available for fields added to:  Clients, Staff

When enabled, filters for the field will appear in reports.  If the field is associated with staff profiles, the filter will appear in reports, anywhere a staff filter is already present.  The same goes for client-related fields.

Show in Summary

When enabled, values from this field will appear in any summary view.  For example, if this is a service field, the value will appear anywhere the service is summarized in a list view (ie client profile > services, services > list, etc.).

Is Restricted

When enabled, only staff with the "Manage Restricted Fields" permission will be able to view and edit this field.  Please note that the permission is available, separately, in the Clients, Services, Staffs, and Tickets sections of the staff role.

Is Archived

When enabled, the field will be hidden from all views, unless it was already given a value.  This is a good way to deprecate fields, while retaining historic values.

Advanced Configurations

Section Title (Collapsible)

Expand by Default

By default, the section will be collapsed when a page with this field is loaded.  If, however, you would like to have the section expanded by default, you can set the Default Value as "expand" (no quotes) to ensure that the section is expanded by default.


Multi-line Header

Line breaks can be inserted into the column headers by using <br/> (examples below).

Font Weight in Header

There may be some reasons to desire some of the text in the header to be "normal" text instead of bolded text (ie including a short description or format).  In order to implement this, simply place the text within the <desc></desc> tags (examples below).

Column Header

Name (Last, First)

Name (Last, First)

Name<br/>(Last, First)


(Last, First)

Name<br/><desc>(Last, First)</desc>


(Last, First)

Dropdown and Dropdown (Multi)

Special Options

Simple options can be added by just typing in a word or phrase.  However, more advanced options can be added by using the following formatting: User-Friendly Label | Official Value.  There are three main reasons for using this, advanced, formatting:

  1. It allows you to access some of the built in "shortcuts" (more on that below).
  2. Using the advanced formatting allows you to update the label independently.  Take, for example, a dropdown listing 5 physicians, and one of the physicians changes there name from "Dr. Yeh" to "Dr. Smith."  If you are using the simple formatting, you will update the selection and any field that had "Dr. Yeh" will still have "Dr. Yeh" as their selection.  If you are using the advanced formatting, however, you can simply update the "user-friendly label" without changing the "official value," which means that any field that had "Dr. Yeh" as a selection will automatically be updated to "Dr. Smith."  This can be helpful in some cases, but not all, and is something to consider as you configure the dropdown options.
  3. If you are including the field data in a claim, it is the "official value" that will be used in the claim.  This allows you to provide a user-friendly name for users to see and choose, while include official language on the backend, similar to billing rates.

Below are a few examples, along with some helpful shortcuts:

Building A400 | Bldg4

This will show "Building A400" to users, but "Bldg4" is what will be recorded in the database.  

 | 0

<space><space><vertical bar><0>

This will leave show a blank value to users while recording a "0" on the server.  This is the method to use if you would like to include a blank option in the dropdown.

Other | other_text

This is a shortcut, which will display a textbox if the user selects "Other." allowing them to manually type in a response.

Color Coding (Multi-Only)

This is only available for the Dropdown (Multi), but when configured, will allow each option to represent a different color.  The color will apply to the selection within the input itself (once selected), and can also map into summary views.  The configuration requires some knowledge of HTML color codes, which can be found at this link (use the hex codes).  The advanced format, outlined above, will need to be used, and then the hex code appended to the end.  Below are several examples:

Option A | A | #00ff00

This will tag "Option A" as lime green.

Option B | B | #00ffff

This will tag "Option B" as cyan.

Option C | C | #ff0000

This will tag "Option C" as red.


Client Fields

For fields associated with the client profile, you will find a keyword that can be used as a default value for other custom fields by simply copying the variable (including the brackets) into the "Default Value" of a service or activity field.

Activity Fields

Keyword (Recent)

This keyword can be used as a default value for other activity custom fields.  When used, the default value will be taken from the last time this field was entered for the client as part of a completed service.

Keyword (Plan)

This keyword can be used as a default value for other activity custom fields as well.  When used, the default value will be taken from the last time this field was entered for the client as part of a completed service, within the same service plan.  

Additional Notes

Activity Fields > "Add Existing"

This allows a field that's already been created as part of another activity to be added to the current activity as well.  When used, all field properties will stay synchronized between each activity's field.  For example, a change to the label text will change the label text for all instances of the field.  Due to the commonality of properties, this option should only be used when absolutely necessary - typically for advanced reporting purposes.

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