Create & Manage Shared Fields

Overview

Shared fields let you define a custom field once for your whole account and reuse it across any number of forms. When you rename or reconfigure a shared field, the change applies everywhere it is used — and the field appears as a single entry in ticket filters and as a single column in reports and exports, instead of once per form.

This article covers creating and managing shared fields on the account-level Shared fields page. To add a shared field to a specific form, see Create & Edit Forms.

To learn how forms and fields work in PlanRadar, read more in Forms and Field Types.

How to Access Shared Fields

1. Click Forms and Lists
2. Click Shared fields
   

The Shared fields page lists every shared field in your account, with its Type, whether it is Active, its Creator and creation date, and how many forms and tickets use it (Used in forms, Used in tickets).

An account can hold up to 20 shared fields. The counter at the top right shows how many you have created.

Create a Shared Field

To create a shared field:

1. Click + Create shared field
   
2. Enter a Name
3. Select a Type
   
4. Optional: Enter a Description
5. Optional: turn on Mandatory
6. Optional: set the field's type-specific properties — for example a Default value, or the List for a list field
7. Click Create field
   

All field types are supported as shared fields. Once created, a shared field is immediately available in the form builder of every form in your account.

What you can later change per form or per project depends on the property. Read more in Edit Field Properties > Field Properties of Shared Fields.

Manage Shared Fields

Edit a Shared Field

To change a shared field's name, description, or options:

1. Click the shared field
   
2. Make your changes
3. Click Save changes
   

Changes to a shared field apply immediately to every form, filter, and report that uses it. Per-form settings are not affected.

Deactivate a Shared Field

Deactivating hides a shared field from the form builder and the ticket filters, while forms that already use it keep showing it and existing ticket values are preserved. You can reactivate it at any time.

To deactivate a shared field:

1. Open the More menu, then click Deactivate
   
2. Click Deactivate to confirm
   

To activate a deactivated field:

1. Open the More menu, then click Activate
   

Delete a Shared Field

To delete a shared field:

1. Open the More menu, then click Delete
   
2. Click Delete to confirm
   

You can only delete a shared field when no forms and no tickets use it — Used in forms and Used in tickets both show 0. Otherwise Delete is not available. It is not possible to restore deleted fields.