# Your own work fields

> Where WrkLst's fields do not cover something you record, add fields of your own for works under Settings → Work fields, at the end of a work's panel or in panels of your own.

Source: https://support.wrklst.art/settings/your-own-work-fields
Language: en

**Where WrkLst's fields do not cover something you record, add fields of your own for works under Settings → Work fields, at the end of a work's panel or in panels of your own.**

## Use the fields WrkLst already has first

WrkLst already has many fields for works, and in most cases they cover what you need. Look through the work form's panels before you create a field: notes, condition, provenance, certificate, acquisition, tags and the caption fields hold most of what galleries record. A field of your own is right only when you are sure that no existing field fits — every field you add is one more field for everyone to fill in.

## Who can set them up

Settings → Work fields is open to the roles that hold the right **Work fields** (under Settings → User Roles). Roles that may manage the account's settings and subscription have it from the start. The fields belong to the whole account: every inventory and every user who sees works gets the same fields.

## Creating a field

1. Open Settings → Work fields and choose **New field**.
2. Give it a **Name** and a **Type**: **Text**, **Long text**, **Number**, **Date**, **Choice**, **Multiple choice**, **Yes / no** or **Link**. A choice field needs its choices; you can add, rename and reorder them later.
3. Under **Shown in**, choose where it sits: at the end of one of the work's own panels — notes, condition, prices and so on — or in a panel of your own.
4. Under **Who sees it**, choose **Everyone who sees the work**, **Like prices** (only users whose role may see prices) or **Like confidential notes** (only users whose role may see confidential notes). Whoever may not see a field does not see it anywhere: not on the work, not in the filter, not in documents, not through the API.
5. Switch on what the field should take part in:
   - **Found by the search** — the works search finds works by its values. Only for fields everyone sees, and not for yes / no fields.
   - **In the filter** — the works filter offers it under **Your own fields** in **Detailed search**.
   - **In templates and the document designer** — available as a placeholder in Word templates and the document designer, and to tick in PDF forms.
   - **Column in the works list** — a column of its own in the list view, which you can sort by. Works without a value are listed last.
   - **In the caption** — **The value alone** or **"Name: value"** as a line of the work's caption, after the edition and before the inventory number. The caption also appears on your website, in presentations, in PDFs and in emails, so this is only offered for fields everyone sees.
6. Choose **Create field**.

Each field shows its placeholder, for example `{{custom_frame}}`, with a button to copy it. The placeholder stays the same when you rename the field, so templates keep working.

## Panels of your own

Choose **New panel**, give it a **Name** and pick an **Icon**. Your panels appear on every work after the work's own panels, in the form and on the work's page. The fields in a panel follow the order of the field list, which you change with the arrows beside each field. A panel can be deleted once no field sits in it any more.

## Filling them in

The fields appear on every work, in the panel you chose. When you edit several works at once, tick the field you want to change; only the ticked fields are written. A field without a value takes no room on the work's page. Every change is recorded in the work's history under the field's name.

When you import works from a spreadsheet (Settings → **Import** → **Open Artwork Import**), your fields are listed in the column mapping beside WrkLst's own, and the AI suggests a column for them where one clearly fits. Choices are matched by their name, and yes / no, dates and numbers are read however they are written. A cell that cannot be read is left empty rather than guessed.

## Changing and deleting a field

You can rename a field, move it, change who sees it and switch its options at any time. Its type can only change while no work holds a value, or between text, long text and link.

When you delete a field that holds values, WrkLst asks what becomes of them: **Discard the values**, or **Move the values into another field** — one of your own fields of a fitting type, or one of the work's own text fields such as notes or condition notes. Where the other field already has a value, choose **Keep it**, **Overwrite it** or, for text and multiple choice, **Keep both**. The move runs in the background; the works are updated within a few minutes.

## WrkLst Classic and the API

Your own fields are part of WrkLst 10. WrkLst Classic does not show them, and saving a work in Classic leaves their values as they are. Software connected through the API and AI assistants can read and write them under `custom_fields`, with the same rule on who sees what.

## Related articles

* [Creating New Artwork](/works/creating-new-artwork)
* [Editing and Multi-Editing](/works/editing-and-multi_editing)
* [Works: inventories, filter and search, views and the basket](/works/inventory-filter-search-feature-and-selections-tool)
* [Document templates: PDFs, Word and Excel on your own letterhead](/settings/custom-document-templates-made-easy-with-wrk_lst)
* [Automatic Import: let AI do the data entry](/works/automatic-import-let-ai-do-the-data-entry)
* [Users, roles and permissions](/settings/users-roles-and-permissions)