Controlling Which Custom Fields Are Visible

Overview

In this guide, you will learn:

How to control visibility of custom fields in Projects, Opportunities, or Clients
How enabling/disabling fields streamlines workflows and protects sensitive data
Where to find the configuration settings for Custom Fields

Who Can Do This?

Global Admins
Project Admins with access to Policies & Settings in Keka PSA

Pre-requisites

Custom fields must be created beforehand under the relevant category (Project, Opportunity, or Client)
Appropriate admin privileges must be assigned to access Policies & Settings

Step-by-Step Instructions

Navigate to Custom Field Settings

Go to Projects from the left navigation panel.
Click on Policies & Settings.
Under the relevant section (e.g., Project), select Custom Fields.

Enable or Disable Field Visibility

You will see a list of all custom fields configured for the selected entity.
Use the Status toggle beside each field to enable (make visible) or disable (hide) the field.
Once toggled, the field visibility will be applied across forms related to that entity.

How It Connects with Other Modules

Project & Opportunity Forms
· Visible fields will appear in project or opportunity creation/edit screens
· Helps streamline project initiation and tracking

Client Forms
· Custom fields shown on client creation/edit pages
· Useful for capturing relevant client metadata without clutter

FAQs

Q: Will disabling a field delete its data?
A: No. Disabling hides the field from the UI but retains the data in the backend.
Q: Can I enable a field later after disabling it?
A: Yes. You can re-enable a custom field anytime using the toggle.
Q: Who can configure field visibility?
A: Only users with Admin privileges for Projects, Opportunities, or Clients can do this.
Q: Are there separate fields for Projects and Clients?
A: Yes. Custom fields are grouped by entity—Project, Opportunity, or Client.
Q: Can I reorder custom fields in the form?
A: No. Currently, only enable/disable options are available, not reordering.

Troubleshooting

Unable to see a custom field in the project form?
· Check if the field is disabled in Policies & Settings > Custom Fields
· Verify your admin permissions
Field appears for some users but not others?
· Check role-based access or visibility rules, if any