What are Custom Fields?
A Custom Field allows you to capture additional, specific information tailored to your unique business needs. Unlike our standard, native fields which are predefined, custom fields provide flexibility and customization options.
For example, you might use Custom Fields to track:
Veteran Status
Coverage Amount
Internal Plan Code
Bonus Percentage
When should I use a Custom Field?
Use a Custom Field whenever Swivel doesn't already include the information you want to track.
Custom Fields are ideal for information you want to:
Filter
Report on
Use in Contact Lists
Reference during daily work
What records support Custom Fields?
Swivel supports Custom Fields for many different record types including:
📌 Note: Each category has its own Custom Fields, allowing you to collect information that's relevant to that type of record.
How do I create a Custom Field?
From the main navigation menu, navigate to Settings > click Custom Fields
From the drop-down options (see above), > click on the tab where you would like to add your custom field (i.e. Appointment Fields, etc.)
Navigate to the desired option displayed on the Manage Custom Fields page and > click Edit
Click the +Add New Field button on the Edit Custom Fields form pop-up window.
To create additional custom fields, > click +Add new Field button and repeat. Once you are done, > click Save.
🔍 Tip: You can create one custom field and easily apply it to all types within the same category. From the Manage Custom Fields display, select the All option.
What do the different Custom Field options mean?
Name
The name that users will see throughout Swivel.
Examples:
Passport Number
Coverage Amount
Veteran Status
Type
Choose the type of information the field will store.
Type | Best Used For |
Text | Words, notes, IDs, or general text |
Number | Numeric values |
Currency | Dollar amounts automatically formatted as currency |
Choice | A dropdown list of predefined options |
Required
Require users to complete the field before saving the record. This helps ensure important information is collected consistently.
Sensitive
Use the Sensitive option for confidential or personally identifiable information (PII).
Sensitive Custom Fields are monitored through the PII Report, which logs when users view or update the field.
Examples include:
Driver's License Number
Passport Number
Other confidential customer information
Archived
Archive a Custom Field when you no longer want it available for new records but need to preserve historical data.
🔍 Tip: If you've imported data into a Custom Field that you no longer need to use going forward, consider archiving it instead of deleting it. This preserves your historical data while preventing the field from being used on new or updated records.
Show on Product Summary
Available for Product-related Custom Fields.
🔍 Tip: Enable this option to display the field on the Swivel Summary for quick visibility.
Troubleshooting
I can't create or edit Custom Fields.
Only users with the Owner or Manager role can create and manage Custom Fields.
I don't see my Custom Field.
Confirm that:
The Custom Field was created for the correct record type.
The record matches the type the Custom Field was assigned to.
If applicable, consider creating the field under All so it appears across every type.
Best Practices
Create Custom Fields only for information you plan to use.
Use Choice fields whenever possible to keep data consistent.
Mark confidential information as Sensitive.
Archive unused Custom Fields instead of deleting them immediately.
Apply fields to All whenever appropriate.
Before creating a new Custom Field, check whether a similar field already exists to avoid duplicates.
Use descriptive names that are easy for your team to understand.
🙋 FAQs
Can I use the same Custom Field across all Contact Types?
Yes. Instead of creating the same Custom Field multiple times, you can create it once and apply it to All within that category.
For example, instead of creating a field separately for:
Individual
Company
Trust
Organization
You can create it once under All Contacts.
This saves time, reduces maintenance, and keeps your data consistent.
Where do contact type custom fields display?
Contact Custom Fields appear in the Contact Details section of the applicable contact record.
How do you manage the viewing and accessing of data stored in sensitive custom fields?
Similar to Date of Birth, SSN and Medicare Number fields, any user that views and updates a sensitive, custom field will also be logged on the PII report.
Who can Create Custom Fields?
Only users with the Owner and/or Manager role can create and manage custom fields.
Can I apply Custom Field to all Contacts?
Yes! You can create one custom field and easily apply it to all types within the same category.
Step by Step Instructions
Step by Step Instructions
Navigate to Settings > Contact Fields > click Edit button on All Contacts
2. Navigate to Settings > Contact Fields > click Edit button on All Contacts
3. Complete the Edit Custom Fields Form > click Save.
Can I merge Custom Fields?
No. If you need to merge custom fields, please contact support for options to move values.
Can I filter contacts by Custom Fields?
Yes. Navigate to Contacts > Advanced Filters to filter records using your Custom Fields.
Depending on the feature, Custom Fields may also be available in Contact Lists, Reports, and Automations.
Can I have a Custom Field display on the Swivel Summary?
You can select any of your Product (e.g. custom fields on the Product Line, Product Type, and/or Product) custom fields display on the Swivel Summary. From the Edit Custom Fields Form, check Show on Product Summary.
Can I delete a Custom Field?
If a Custom Field is no longer needed, we recommend archiving it to preserve historical data. Once a Custom Field no longer contains data, it can be deleted.
What happens if I archive a Custom Field?
Archived Custom Fields are no longer available for new records, but any existing data stored in the field is preserved for historical purposes.
Should I create a Custom Field for CPAs or Attorneys?
No. Swivel's Associations feature is designed specifically for connecting contacts such as CPAs, attorneys, spouses, beneficiaries, and other relationships.
Should I store notes in a Custom Field?
Generally, no. Use Notes when information is unstructured or changes frequently. Use a Custom Field when you want consistent information that can be searched, filtered, or reported on.