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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. Add more fields as real needs emerge rather than guessing what you might need later.