Custom fields are your own fields you add to your cards in Trello. You can add different types of custom fields, including dropdowns, numbers, dates and more (we will cover all the options below). Your custom fields can be shown on the front of cards and work great with lots of other features in Trello like their automations and exports. You can also use them in lots of power-ups like Forms, Imports and Reports.
When we do demos to new Trello users one of the things we always encourage them to check out is Trello's custom fields. Not just because they work great with all our tools, but because adding custom fields is when I see people really get Trello. Welcome to our ultimate guide to custom fields in Trello! We will cover the how the why and give you some examples of how we've seen other teams using Custom fields.
Not every power-up works nicely with custom fields, if you're evaluating power-ups it is always worth checking if they store data in custom fields where possible. This way your data is safe, if you remove the power-up it will still show on your cards. You will also be able to access your data in other power-ups which work with custom fields since they can all share the same data. These are some of our top picks for power-ups which play nicely with Trello Custom Fields.
Let's start with a few examples of how you could use Trello's custom fields on your boards
Sales teams can add fields like deal value, deal source, expected close date, email address, etc.
Here we see the front of the card showing all these fields. You can select which custom fields you want to show on the front of the cards if you don't want to show them all.
HR Teams using Trello for a recruitment pipeline can add expected salary, location, hiring department, etc.
Content marketing teams can add fields for content type, designer signoff checkbox, estimated hours, etc.
None of these examples is probably perfect for you, but that is the point of Custom fields. It is your data, create the fields you want for your cards.
To add a new custom field from the back of any card in Trello:
Find the Custom Fields button in the menu on the right of the card back
Click that button to bring up the Custom Fields menu
Click on the + New field to add a new custom field and you will see this message
Give your custom field a name in the Title box
Select which type of custom field you want
You can add any of these custom field types to your cards
Most field types are pretty self-explanatory, but the dropdowns require a little more explanation. What most people miss the first time they use them is that they can set a colour for each of the options by clicking on the little grey box next to each option.
This is worth doing as that colour can then get pulled through elsewhere in Trello and helps your custom dropdowns fully replace labels if you have been using those.
That is all you need to do to add your first custom field. Now repeat the above steps until you have all the custom fields set up for your cards. These fields will appear on all your cards on the same board and will move with that card if you send it to another board.
Trello's built in reporting tools and table view sadly don't do much with their custom fields. However, other reporting tools like Blue Cat Report allow a lot of flexibility of reporting on custom fields. You can filter cards based on their custom fields, show cards grouped by custom fields in pie, bar and line charts and show all your custom fields data in your reports.
To get started with reporting on your custom fields in Trello, simply...
For a simple free reporting option you could check out our Swimlanes Power-up. While this isn't an in depth of flexible reporting option it will let you see how your board looks broken down by each of your custom fields. It's free, so why not give it a quick go anyway!
Filtering and searching on custom fields in Trello isn't as good as it can be. You can use the usual filtering in Trello, accessed by pressing the f key on your board. This filters cards based on their titles as well as the content of any custom fields. Here we filter on 'web form' to find any sales leads with the Source custom field set to web form
For smarter filtering, you will need to look to third-party tools like Blue Cat Reports which allows filtering on all custom fields. So you can report on cards with custom dates in a specific range or group by custom text fields, etc. Again, if you just want a quick view of how your board looks broken down by custom fields it is worth checking out our free Swimlanes Power-up.
In 2021 Trello made custom fields a part of their paid offerings. You can no longer add the custom fields power-up to your boards and instead need to be part of a paid team to access custom fields. There are additional details here https://help.trello.com/article/1327-trellos-plans-update-and-faq.
The easiest way to copy your custom fields to another board is to send a card from the first board to the second board. That will copy all the fields on that card to the second board 😺. You will need to set values in every custom field you want to have copied from that card, empty or unassigned custom fields will not be copied over.
Did you know you can sort the cards in any list based on any custom number or date field. Super handy!
To sort your list by a custom field
Sorry to keep mentioning it but it really can be useful... again our free Swimlanes Power-up is a great way to see your Trello lists with the cards grouped by your custom fields.
Custom fields will always show on the back of cards, but can be shown or hidden on the front of your cards. You can choose to show or hide the field on the front of your cards when you create it, or change this setting later if you prefer.
To show or hide a custom field
Custom fields can be reordered from the menu on the back of the cards (the same place you add new custom fields) by clicking and dragging on the '6 dots' button on the left of each custom field. The order will then be reflected on the front and the back of cards on your board.
The same can be done to reorder the options in the custom drop-down fields.
Data stored in custom fields can easily be exported from Trello. Check out our guide to exporting data from Trello for more details. Or look at Blue Cat Reports for more in-depth reporting, filtering and exporting options.
You can import data directly into custom fields using our Imports power-up or even create forms people can fill out to populate cards on your boards including all your custom fields. For that, check out our Forms power-up
There is currently a limit of 50 custom fields per board. To be fair that is a lot of extra fields on every card! But if you think you may be hitting that limit you may need to think about collapsing multiple fields into single fields which cover the same data somehow.
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