BOLD Custom Fields (Extras)

Custom Fields are available to Back Office Integrated customers and bring essential business information directly into BOLD, ensuring the data is accessible in Back Office for different processes. This article explains how to view, configure, and manage Custom Fields across Talent, Company, Job, and Placement records, along with the required Back Office setup steps.

Key Takeaways:

• Access business-critical data in BOLD without switching to Back Office
• Configure Custom Fields in Back Office that become available based on office-specific needs
• Track billing codes, compliance certifications, and specialized qualifications directly in your workflow
• Maintain complete audit trails of all Custom Field changes
• Configure custom fields in the creation screens as well as the Custom Fields screen for the available entities.
• Pre-populate specific custom fields automatically when the creation screen opens
• Require a value for designated custom fields before a record can be saved, or allow fields to be saved without a value

Available for: Talent, Companies, Company Offices, Jobs, and Placements

Note: The Custom Fields tab replaces the Tags tab in Talent and Company Profiles for Back Office Integrated customers. Customers who are not Back Office Integrated will continue to see the Tags tab and its existing functionality.

Note: The custom field controls for record creation screens described in this article – configuring which fields appear at creation, pre-populating fields, and requiring or allowing optional values – are available to early adopters only.

On This Page
→ When to Use Custom Fields	→ Accessing Custom Fields
→ Custom Fields on Record Creation Screens	→ Talent Profile Custom Fields
→ Company Profile Custom Fields	→ Company Edit Office Custom Fields
→ Job Details Custom Fields	→ Placement - Hired Details Custom Fields
→ Working with Custom Fields	→ Custom Fields Talent Search
→ Audit Trail	→ Related Back Office Extra Articles

When to Use Custom Fields

Custom Fields are essential when your agency tracks business-critical information that drives reporting, billing processes, and operational decisions. This feature streamlines your workflow by bringing data that previously required Back Office access directly into BOLD.

Choose Custom Fields when you need to:

• Track client-specific requirements like billing codes, approval workflows, or compliance certifications that affect placements
• Segment talent by specialized qualifications, certifications, or attributes that clients frequently request
• Monitor placement details that directly affect payroll processing or invoicing accuracy

Custom Fields are configured to match your specific office workflows. This means you only track what matters to your business operations, keeping your interface focused on the information your team actually uses.

Before You Begin

Click to expand: Back Office Custom Field Setup Instructions

Creating Employee Extra (Talent Custom Fields)

To create a new Talent Custom Field in Back Office:

1. Click on the Admin Tools button

   

2. Click on Config Choice

   

3. Click the Add New button

   
4. Fill out the fields for adding a new Field:
   • Category Type: EmployeeExtra
   • Choice Code: Type the new Extra field name
   • Description: Type a brief description of the field

   • Select (Locations): Select the Branches/Locations that should have access to this

     
5. Click the Save button
6. It is recommended to restart the application to see the changes

Creating Customer Order Extra (Company, Job, and Placement Custom Fields)

To create a new Company/Job/Placement Custom Field in Back Office:

1. Click on the Admin Tools button
2. Click on Config Choice
3. Click the Add New button
4. Fill out the fields for adding a new Field:
   • Category Type: CustomerOrderExtra
   • Choice Code: Type the new Extra field name
   • Description: Type a brief description of the field

   • Select (Locations): Select the Branches/Locations that should have access to this

     
5. Click Save
6. It is recommended to restart the application to see the changes

Note: After creating a Custom Field, you can optionally configure it to appear on record creation screens by setting the RecordRequirement Config Choice Property to Node. The IsDataRequired property can also be configured to control whether a value is required before the field can be saved. See Configuration Requirements for instructions.

Add Options to Custom Field Drop Downs

After creating a Custom Field, you can configure dropdown options and specify which categories the field should appear in. The Config Choice Property settings control how fields display in BOLD -- as dropdowns, text boxes, date pickers, checkboxes, or other input types. This configuration process is the same for both Employee Extra and Customer Order Extra fields.

1. Click on the Admin Tools button
2. Click on Config Choice

3. Click on the ChoiceProperty tab

   

4. Type (or select): EmployeeExtra or CustomerOrderExtra

   

5. Choose an option in the ChoiceCode column

   
6. Determine if you want the new field to be available to specific, or all, Branches:
   • To apply to all Branches:
     1. Click Apply changes to all Branches

     2. Click Go

        
   • To apply to specific Branches:
     1. Select a Branch from the Select Branch dropdown menu

     2. Select a Branch from the Branch column in the results

        
7. Scroll to the right to see the ValueList and ValueType fields. The ValueType determines how the field appears in BOLD (dropdown, text box, date picker, etc.), while the ValueList contains the available options for dropdown fields.

   • Hover over the ValueList to see all the options

     
8. Click into the record you want to edit:
   • To add a new value:
     1. Go to the end of the list of values
     2. Type the new option
        • Must have a comma before each option
        • Do not include spaces after the comma

        • Example: ,Park Bench

          
     3. Click on another field -- a prompt will appear asking if you want to apply the change to all Branches
        • Yes = All Branches

        • No = Only the Branch you made the change on

          
   • To remove an option:
     1. Click on the values in the ValueList
     2. Remove the options you don't want
        • Make sure there are no spaces after commas
        • Verify there isn't a comma at the end of the options
     3. Click on another field -- a prompt will appear asking if you want to apply the change to all Branches
        • Yes = All Branches

        • No = Only the Branch you made the change on

          
9. Once done, restart the application

For detailed instructions on Back Office Config Choice configuration, see:

• Admin Tools: Config Choice Index
• Employee Extra
• Customer Order Extra

Configuration Requirements

• Available Custom Fields options are based on the entity record's home office and the Custom Fields enabled for that office in Back Office

  

• Value format displays are based on the Config Choice Property setting configured in Back Office

  

• Administrators can configure Custom Fields to be pre-filled in the record creation screens, using a Config Choice Property in Back Office

  • RecordRequirement = Node
  

• Administrators can configure Custom Fields to require or not require a value in order for it to be saved, using a Config Choice Property in Back Office

  • IsDataRequired = False -- When the custom field is selected it can be saved without a value.
  • IsDataRequired = True -- The field must have a value before the record can be saved. Default is False.
  

To configure RecordRequirement and IsDataRequired in Back Office:

1. In Back Office, on the start page select the Actions button
2. From the drop-down menu, select Admin Tools
3. In the pop-up window, select Config Choice
4. Click the ChoiceProperty tab
5. Type or select CustomerOrderExtra or EmployeeExtra in the category field
6. Select the Custom Field you want to configure from the ChoiceCode column
7. Locate the RecordRequirement property row and set the value to Node. This causes the field to be pre-populated on the record creation modal.
   • If RecordRequirement is not set to Node, the field will not appear on creation screens regardless of the IsDataRequired setting.
8. Locate the IsDataRequired property row and set the value:
   • True — The field must have a value before the record can be saved
   • False (default) — The field appears on the creation screen but can be saved without a value
9. Click another field -- a prompt will appear asking if you want to apply the change to all Branches
   • Yes = All Branches
   • No = Only the Branch you made the change on
10. Restart the application to apply the changes

Value Display:

• Value format is based on the Config Choice Property settings in Back Office. The system respects the Property Name, ValueType, ValueList, and ValueListTable properties.
• The UI displays the value from the ConfigChoiceProperty "Category" in the "Property/Group" column
• Display is read-only until you initiate an edit

ValueType Property Options:

The ValueType setting in Back Office determines how each Custom Field appears and behaves in BOLD:

• Date -- Displays value field as a date picker
• Checkbox -- Displays value field as a checkbox
• PhoneMask -- Displays value field as a phone number
• Currency -- Displays value field as currency
• Text -- Displays value field as a free text field
• Multilist -- Displays value field as a multi-select dropdown (populated from the ValueList property)
• ValueList -- Displays value field as a single select dropdown (populated from the ValueList property)
• ValueListTable -- Displays value field as a single select dropdown (populated from the ValueListTable property)

Reference Documentation:

• Employee Extra - Config Choice Index

Custom Field Configuration by Entity:

New Custom Fields are created in Back Office Admin Tools → Config Choice. The Category Type selected when creating the Config Choice record determines which entities the field is available on:

• Talent: Create the Config Choice with Category Type = EmployeeExtra to make the field available to add to a Talent record

  

• Company, Company Office, Job, and Placement: Create the Config Choice with Category Type = CustomerOrderExtra to make the field available to add to these records. These options are further segmented using the ConfigChoiceCategory "Subcategory"

  

Note: Duplicate custom fields cannot be configured on a record.

Accessing Custom Fields

Custom Fields (Extras in Back Office) are accessible within various areas of BOLD.

Area	Navigation Path	Record Creation Screen
Talent	Talent Profile → Custom Fields tab	Add New Talent
Company	Company Profile → Custom Fields tab	Create New Company
Company Office	Company Contacts → Edit Office → Custom Fields section	Create New Company Office
Job	Job Details Page → Custom Fields section	Create New Job
Placement	Hired Details → Custom Fields section	Start on Job (Placement creation)

Custom Fields on Record Creation Screens

Administrators can configure Custom Fields to appear automatically on record creation screens. See Accessing Custom Fields for the list of supported creation screens, and the Configuration Requirements section for the Back Office setup steps.

Record Creation Screen Behavior in BOLD

When a Custom Field is configured with RecordRequirement = Node, the following behavior applies during record creation:

• The field is automatically displayed in the record creation modal in edit mode
• If IsDataRequired = True: the user cannot submit the creation form until a value is provided for the field
• If IsDataRequired = False: the field is displayed on the creation screen but can be saved without a value — data entry is optional at creation time

The IsDataRequired property also applies when adding Custom Fields to existing entity records in the Custom Fields section. When IsDataRequired = True, a value must be provided before the Custom Field can be saved, whether the user is creating a new record or adding a field to an existing one.

Note: If the entity record fails to create before the Custom Fields can be saved, the following error will display: "Failed to insert custom fields, please navigate to the Custom Fields screen and try again."

Talent Profile Custom Fields

Access Custom Fields in the Talent Profile to manage additional information specific to individual talent records. Custom Fields are visible only to HCM Users in BOLD and are not exposed to talent during the online application process, even when a field is configured as required at Talent record creation.

Note: The Custom Fields tab replaces the Tags tab in Talent Profile for Back Office Integrated customers. Customers who are not Back Office Integrated will continue to see the Tags tab and its existing functionality.

Note: If a Custom Field is configured with IsDataRequired = True in Back Office, a value must be provided before it can be saved — whether adding it to a new or existing Talent record. See Record Creation Screen Behavior in BOLD for details.

To access:

1. Navigate to Talent Profile
2. Locate the Custom Fields tab
3. View all configured Custom Fields and their current values
4. Click the Add button to add a new Custom Field to the record

Company Profile Custom Fields

Manage company-specific Custom Fields that capture important business information about client organizations.

Note: The Custom Fields tab replaces the Tags tab in Company Profile.

Note: If a Custom Field is configured with IsDataRequired = True in Back Office, a value must be provided before it can be saved — whether adding it to a new or existing Company record. See Record Creation Screen Behavior in BOLD for details.

To access:

1. Navigate to Company Profile
2. Locate the Custom Fields tab
3. View all configured Custom Fields and their current values
4. Click the Add button to add a new Custom Field to the record

Company Edit Office Custom Fields

Manage office-level Custom Fields for specific company departments.

To access:

1. Navigate to Company → Contacts tab → Edit Office
2. Locate the Custom Fields section
3. Toggle On the Custom Fields
4. View all configured Custom Fields and their current values
5. Click the Add button to add a new Custom Field to the record

Note: If a Custom Field is configured with IsDataRequired = True in Back Office, a value must be provided before it can be saved — whether adding it to a new or existing Company Office record. See Record Creation Screen Behavior in BOLD for details.

Job Details Custom Fields

Capture job-specific information using Custom Fields on job records.

Note: If the Custom Fields widget is not visible, click Add Widget on the Job Details Page, select Details, then add the Custom Fields Widget.

Note: If a Custom Field is configured with IsDataRequired = True in Back Office, a value must be provided before it can be saved — whether adding it to a new or existing Job record. See Record Creation Screen Behavior in BOLD for details.

To access:

1. Navigate to Job Details Page
2. Locate the Custom Fields widget
3. View all configured Custom Fields and their current values
4. Click the Add button to add a new Custom Field to the record

Placement - Hired Details Custom Fields

Manage placement-specific Extras that track important hire and assignment details. Custom Fields do not flow to the Start Sheet; they are managed independently in BOLD and Back Office.

Note: A Hired Details button now appears on each placement row in the Talent > Placements screen and the Company > Jobs > Placements screen. Clicking this button opens the Hired Details panel inline — no navigation required, and your table filters and scroll position are preserved when you close the panel.

Note: If a Custom Field is configured with IsDataRequired = True in Back Office, a value must be provided before it can be saved — whether adding it to a new or existing Placement record. See Record Creation Screen Behavior in BOLD for details.

To access via the Placements screen:

1. Navigate to Talent > Placements or Company > Jobs > Placements
2. Click the Hired Details button on the placement row
3. Locate the Custom Fields section within the inline panel
4. Toggle On the Custom Fields
5. View all configured Custom Fields and their current values
6. Click the Add button to add a new Custom Field to the record

To access via the Placement record:

1. Navigate to Hired Details (Placement record)
2. Click the Pencil Icon to edit the record
3. Locate the Custom Fields section
4. Toggle On the Custom Fields
5. View all configured Custom Fields and their current values
6. Click the Add button to add a new Custom Field to the record

Working with Custom Fields

Note: The ability to add, edit, and delete custom fields is controlled by the Edit Custom Fields permission under the Modification Access category. This permission is enabled by default for all existing HCM users and disabled by default for new users. When disabled, the field dropdown, Edit button, and Delete button are greyed out across Talent, Company, Company Office, Job, and Placement custom fields sections. To manage this permission, navigate to the user's permission settings and enable or disable Edit Custom Fields under the Modification Access category.

View Custom Fields

All Custom Fields configured in Back Office for an entity are displayed in the Custom Fields section of the relevant record. Only Custom Fields enabled for the entity record's home office will be available.

Edit an Existing Custom Field

Modify existing Custom Field values as business needs change.

Steps:

1. Navigate to the entity record
2. Locate the Custom Fields section
3. Find the Custom Field you want to update

4. Click the Pencil Icon to edit the value

   
5. Update the value

6. Click the Checkmark icon to save

   

7. A success message will confirm the change

   

Delete an Existing Custom Field

Remove Custom Fields that are no longer needed from entity records.

Steps:

1. Navigate to the entity record
2. Locate the Custom Fields section
3. Find the Custom Field you want to remove

4. Click the Garbage Can icon to remove the Custom Field

   

5. Confirm the removal when prompted and click Delete

   

6. A success message will confirm the deletion

   

Note: The ConfigChoiceProperty "RecordRequirement" is respected and the Delete button is not displayed for custom field options where the RecordRequirement value is Node or System. Similarly, Custom Fields where IsDataRequired = True are enforced during record creation and cannot be skipped at that stage -- however, the Delete button behavior on existing records is governed by RecordRequirement, not IsDataRequired.

Custom Fields Talent Search

Custom Fields can be used as search criteria when searching for talent in BOLD. For instructions on filtering talent by Custom Field values, see the Custom Fields section of the Searching for Applicants/Talent article.

Note: Custom Field values do not display in talent search results. Values are visible only when viewing the individual talent record.

Audit Trail

All changes to Custom Fields are audited in both BOLD and Back Office, creating a complete history of modifications.

Talent Audit:

• Hover over the Talent Profile Picture
• Select the Audit Icon
• Custom Field updates, additions, and removals will be logged with a date/time stamp and the user who made the change

Company Audit:

• Hover over the Company Profile Logo
• Select the Audit Icon
• Custom Field updates, additions, and removals will be logged with a date/time stamp and the user who made the change

Job Audit:

• Navigate to the Job Details Page
• Click the View Job Audit button
• Custom Field updates, additions, and removals will be logged with a date/time stamp and the user who made the change

Note: Usage reports for Custom Fields track only add, edit, and delete actions — users who view Custom Field data without making changes are not reflected in utilization metrics. If adoption appears low in reporting, it may not account for the majority of users who reference Custom Field values as part of their daily workflow without modifying them.

Note: Custom Fields (Extras) are not currently searchable in the ATS or filterable in standard reports. They are designed for data capture and display purposes. A dedicated report for viewing custom field data is coming soon -- watch the product release notes for updates. If you need searchable candidate data, consider using Custom Tags instead, which are searchable in the ATS via the Applicant/Talent Categories search field.

Related Back Office Extra Articles

• Admin Tools: Config Choice Index
• Employee Extra
• Customer Order Extra
• T4/T4A Setup for Dental Benefits & Employee Extra for Dental Eligibility Code