--- title: Custom Field Examples and Use Cases description: Custom fields are versatile — the right set of fields can transform Essal Office from a document archive into a lightweight records management tool. 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[Help Center](https://help.essal.cloud/en?hsLang=en) 2. [Essal Office](https://help.essal.cloud/en/essal-office?hsLang=en) 3. [Custom fields](https://help.essal.cloud/en/essal-office?hsLang=en#custom-fields) # Custom Field Examples and Use Cases Custom fields are versatile — the right set of fields can transform Essal Office from a document archive into a lightweight records management tool. Below are practical examples of custom fields commonly used across different document types and industries. --- ## Finance and Accounting - **Field Name**: \`Invoice Amount\` - **Type**: Monetary - **Use**: Total amount on the invoice - **Field Name**: \`Due Date\` - **Type**: Date - **Use**: Payment due date - **Field Name**: \`Paid\` - **Type**: Boolean - **Use**: Mark when payment is confirmed - **Field Name**: \`Payment Reference\` - **Type**: Text (short) - **Use**: Bank transfer or payment ID - **Field Name**: \`Purchase Order No.\` - **Type**: Text (short) - **Use**: Link invoice to internal PO - **Field Name**: \`VAT Amount\` - **Type**: Monetary - **Use**: Tax portion of the invoice total **Workflow:** Set `Paid` to false when an invoice arrives. Filter for `Paid = false` and `Due Date before [today]` to find overdue invoices. Toggle `Paid` to true and record `Payment Reference` when settled. --- ## Contracts and Legal - **Field Name**: \`Effective Date\` - **Type**: Date - **Use**: When the contract took effect - **Field Name**: \`Expiry Date\` - **Type**: Date - **Use**: When the contract expires or renews - **Field Name**: \`Contract Value\` - **Type**: Monetary - **Use**: Total contract value - **Field Name**: \`Auto-Renews\` - **Type**: Boolean - **Use**: Whether it renews automatically - **Field Name**: \`Renewal Notice Period\` - **Type**: Number - **Use**: Days notice required to cancel - **Field Name**: \`Related Invoice\` - **Type**: Document link - **Use**: Link to the invoices issued under this contract **Workflow:** Create a Saved View filtered to `Expiry Date before [60 days from now]` and pin it to your dashboard. You'll see contracts needing attention immediately on login. --- ## HR and Personnel - **Field Name**: \`Employee Name\` - **Type**: Text (short) - **Use**: Name associated with this document - **Field Name**: \`Document Expiry\` - **Type**: Date - **Use**: Certificate or visa expiry - **Field Name**: \`Issued By\` - **Type**: Text (short) - **Use**: Issuing authority - **Field Name**: \`Verified\` - **Type**: Boolean - **Use**: HR has confirmed document validity --- ## Compliance and Certifications - **Field Name**: \`Certification Body\` - **Type**: Text (short) - **Use**: Name of the certifying authority - **Field Name**: \`Certificate No.\` - **Type**: Text (short) - **Use**: Official certificate number - **Field Name**: \`Valid From\` - **Type**: Date - **Use**: Start date of validity - **Field Name**: \`Valid Until\` - **Type**: Date - **Use**: Expiry date - **Field Name**: \`Renewal Status\` - **Type**: Text (short) - **Use**: Pending / In progress / Completed --- ## General Purpose - **Field Name**: \`Internal Ref. No.\` - **Type**: Text (short) - **Use**: Your organisation's reference code - **Field Name**: \`Source URL\` - **Type**: URL - **Use**: The online source for this document - **Field Name**: \`Related Document\` - **Type**: Document link - **Use**: Link to a connected document - **Field Name**: \`Notes\` - **Type**: Text (long) - **Use**: Any free-form notes about this document --- ## Starting Simple You do not need to create every possible field up front. Start with 2–3 fields that address your most frequent pain points — for example, just `Invoice Amount` and `Paid` for a finance team. 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