Adding Searchable Custom Fields to Documents

What does this mean?

Custom fields help you add extra information to your documents beyond the default fields.

For example, while creating an invoice, quotation, or expenditure, you may want to add details such as:

• Project ID
• PO Number
• Department Code
• Reference Number

These fields help you capture information that is important for their internal process.

Previously, the custom fields that you add directly inside documents were not searchable. They could appear in the document, but you could not search or filter documents based on those values.

With this feature, the custom fields you add to your documents can now also be made searchable in your document dashboards:

Why is this useful?

Once a document custom field is made searchable, your team can quickly find documents using the value entered in that field.

Instead of opening multiple invoices one by one, you can search directly using the custom field value and locate the required document faster.

This is useful when you want to:

• search invoices using a Project ID
• filter quotations using a PO Number
• track documents using internal reference numbers
• organise records department-wise or project-wise
• improve reporting and internal MIS tracking

Example

Suppose your business creates monthly invoices for multiple ongoing projects.

You add a custom field called Project ID to your invoices.

Earlier, this Project ID would appear only inside the invoice for reference. If your team wanted to find all invoices related to a particular project, they would have to check invoices manually.

Now, if this custom field is configured as searchable, your team can simply search the Project ID from the dashboard and quickly find all related invoices.

This saves time and makes document tracking easier.

How to enable it

Once enabled, you can configure it by following these steps:

1. Go to Business Settings > Custom Fields & Tags > Private Custom Fields
2. Select the required Document Type such as Invoice, Quotation, or Expenditure
3. Add a new custom field or edit an existing one
4. Enable the "Show in Documents" option to make that document custom field searchable
5. Save the changes!

Making Custom Fields Mandatory in Documents

Note: This feature is also available only on request. It is not visible on the dashboard by default. If your business wants to use mandatory custom fields, please reach out to your account manager and we will enable it for you.

What are Mandatory Custom Fields?

Custom fields let you add extra information to documents based on your business needs.

Sometimes, certain information should always be filled in before a document is saved.

With this feature, you can mark selected custom fields as Mandatory.

Once enabled, users will not be able to save the document unless that field is filled.

This helps ensure that important information is never missed.

Why is this useful?

For many businesses, some document details are necessary for internal tracking, reporting, or team coordination.

If those details are left blank, it can create confusion later.

Making a custom field mandatory helps you:

• maintain consistency across documents
• avoid incomplete records
• improve internal tracking
• make reporting more reliable
• ensure teams follow the same process

Example

Let’s say a company works on multiple client projects and sends monthly invoices for each one.

They create a custom field called Project Number and mark it as mandatory.

Now, every invoice must include a Project Number before it can be saved.

This helps in three ways:

• First, the team does not forget to enter the project number.
• Second, the finance team can track invoices project-wise more easily.
• Third, clients can refer to the same project number when asking questions or requesting updates.

This creates better coordination between internal teams and clients.

How to enable it

Once it is enabled for your account, follow these steps:

1. Go to: Business Settings > Custom Fields > Private Custom Fields
2. Select the document type such as Invoice, Quotation, or Expenditure
3. Add a new custom field or edit an existing one
4. Enable the "Mandatory" option
5. Save the changes!

Once done, users will be required to fill that field before saving the document.

That's it!

In case you still have any questions or need any help, please feel free to reach out to us at care@refrens.com OR drop a message on chat support for quicker assistance!

Updated on: 13/03/2026