Schemas & Custom Fields

Every project is unique. Schemas let you define exactly what information your tasks should capture - from story points for development sprints to budget codes for client work. Make your projects work the way you work.

Understanding Project Schemas

What is a Schema?

Think of a schema as a blueprint that defines what information every task in your project should have.

Basic task fields everyone gets:

• Title, description, assignee, due date, priority, status

Your schema adds project-specific fields:

• Client name, sprint number, budget amount, approval stage, etc.

Why Use Project Schemas?

Schemas help you:

• Capture the right information - Every task has the data you need
• Stay consistent - Everyone enters the same types of information
• Filter and report better - Find tasks by your specific criteria
• Automate workflows - AI can work with your custom data
• Track what matters - Measure the metrics relevant to your work

Schema vs. Custom Fields

The Difference

Custom fields - Individual pieces of data you add to tasks Schema - The complete set of custom fields for a project

Think of it this way:

• Each custom field is like an ingredient
• The schema is the complete recipe
• The project is the dish you're making

How They Work Together

1. Create custom fields - Define individual data points
2. Arrange into schema - Organize fields into logical groups
3. Apply to project - All tasks in project get these fields
4. Team uses consistently - Everyone captures same information

Creating Project Schemas

Starting from Scratch

To create a new schema for your project:

1. Go to Project Settings → "Custom Fields" or "Schema"
2. Click "Create Schema" or "Add Custom Fields"
3. Add fields one by one:

• Choose field type
• Name the field
• Set whether it's required
• Add helpful descriptions

4. Organize fields into groups (optional)
5. Save your schema

Fields appear on all tasks in the project immediately.

Using Schema Templates

Faster setup with pre-built schemas:

1. Go to Project Settings → "Schema"
2. Click "Use Template"
3. Choose from available templates:

• Marketing Campaign Schema
• Software Development Schema
• Client Project Schema
• Bug Tracking Schema
• Content Creation Schema

4. Customize if needed - Add, remove, or modify fields
5. Apply to project

Common Schema Examples

Marketing Campaign Schema

Perfect for campaign management:

Campaign fields:

• Campaign Name (Text, required) - Clear campaign identifier
• Campaign Type (Dropdown) - Email, Social Media, Paid Ads, Content Marketing, Event
• Target Audience (Dropdown) - New Customers, Existing Customers, Upsell, Retention
• Budget (Number, currency) - Campaign budget amount
• Launch Date (Date) - When campaign goes live
• End Date (Date) - Campaign completion date
• Success Metric (Text) - How you'll measure success
• Campaign Manager (Person) - Who's responsible
• Status (Dropdown) - Planning, Active, Completed, Paused

Best for: Marketing teams managing multiple campaigns.

Software Development Schema

For agile development teams:

Development fields:

• Story Points (Number) - Effort estimation (1, 2, 3, 5, 8, 13)
• Sprint (Dropdown) - Sprint 14, Sprint 15, Sprint 16...
• Component (Dropdown) - Frontend, Backend, Database, API, Mobile
• Code Reviewer (Person) - Who reviews this work
• Test Coverage (Number, percentage) - Required code coverage
• Feature Flag (Text) - Technical flag name if applicable
• Browser Support (Checkboxes) - Chrome, Firefox, Safari, Edge
• Ready for QA (Checkbox) - Development complete
• Production Deployed (Checkbox) - Live in production

Best for: Development teams using agile/scrum methodologies.

Client Project Schema

For client services and consulting:

Client management fields:

• Client Name (Text, required) - Official client company name
• Client Contact (Text) - Primary contact person
• Project Phase (Dropdown) - Discovery, Planning, Design, Development, Launch, Maintenance
• Billing Code (Text) - Internal billing reference
• Hours Budgeted (Number) - Total project hours
• Hours Used (Number) - Actual time spent
• Hourly Rate (Number, currency) - Billing rate
• Invoice Number (Text) - Associated invoice
• Client Approval (Dropdown) - Pending, Approved, Needs Revision, Rejected
• Next Meeting (Date) - Scheduled client check-in

Best for: Agencies, consultancies, and professional services firms.

Bug Tracking Schema

For QA and support teams:

Bug tracking fields:

• Severity (Dropdown) - Critical, High, Medium, Low, Trivial
• Bug Type (Dropdown) - UI, Functionality, Performance, Security, Data
• Browser/Platform (Text) - Where bug occurs
• Steps to Reproduce (Text, multi-line) - How to replicate
• Expected Behavior (Text) - What should happen
• Actual Behavior (Text) - What actually happens
• Screenshot (File attachment) - Visual evidence
• Fix Version (Dropdown) - Release that will include fix
• Verified (Checkbox) - QA has confirmed fix works

Best for: QA teams, customer support, and product teams.

Field Types and Configuration

Text Fields

Single-line text:

• Names, reference codes, short notes
• Email addresses, phone numbers, URLs (with validation)

Multi-line text:

• Longer descriptions, requirements, notes
• Meeting summaries, specifications

Configuration options:

• Character limits - Prevent overly long entries
• Format validation - Ensure proper email, URL, phone format
• Placeholder text - Examples of what to enter
• Help text - Explain what information is needed

Number Fields

For quantities, scores, and measurements:

Number field uses:

• Story points (whole numbers)
• Hours estimated or tracked (decimals allowed)
• Budget amounts (currency formatting)
• Percentage complete (0-100 range)
• Priority scores (1-10 scale)

Configuration options:

• Minimum/maximum - Set realistic bounds
• Decimal places - 0 for whole numbers, 2 for currency
• Unit labels - "hours", "points", "%" shown after number
• Currency symbol - Automatically add $ or other symbols
• Default value - Pre-fill common values

Dropdown (Select) Fields

For standardized choices:

Dropdown benefits:

• Consistency - Everyone uses same options
• No typos - Can't misspell predefined choices
• Easy filtering - Find all tasks with specific values
• Clear options - Team knows what choices are available

Setting up dropdowns:

1. List all options during field setup
2. Order most common first for easier selection
3. Use clear names - Avoid abbreviations
4. Keep lists reasonable - 2-10 options works best
5. Allow "Other" if you need flexibility

Common dropdown uses:

• Project phases, priority levels, approval statuses, campaign types

Date Fields

For deadlines and scheduling:

Date field types:

• Due dates - When tasks must be complete
• Start dates - When work should begin
• Review dates - Scheduled check points
• Launch dates - Go-live dates

Date features:

• Calendar picker - Visual date selection
• Date validation - Prevent impossible dates (like end before start)
• Timezone aware - Handles global teams
• Relative dates - "In 3 days", "Next Monday" shortcuts

Person (Team Member) Fields

For assigning responsibility:

Person field uses:

• Primary assignee - Who owns the task
• Reviewer - Who approves the work
• Stakeholder - Who needs to know about progress
• Client contact - External person to coordinate with

Person field features:

• Pick from team - Select from organization members
• Multiple people - Assign more than one person if needed
• Notifications - Selected people get automatic updates
• Workload tracking - See how much each person has assigned

Checkbox Fields

For yes/no decisions:

Checkbox applications:

• Approvals - "Legal approved", "Budget approved"
• Feature flags - "Beta enabled", "Mobile optimized"
• Completion tracking - "Design done", "Content approved"
• Requirements - "Tested", "Documented", "Deployed"

Multi-Select Fields

Choose multiple options from a list:

Multi-select uses:

• Tags/Labels - "Urgent", "Client-facing", "Technical"
• Platforms - "iOS", "Android", "Web"
• Departments - "Engineering", "Design", "Marketing"
• Skills needed - "JavaScript", "Design", "Writing"

Field Organization and Grouping

Grouping Related Fields

Organize fields into logical sections:

Common field groups:

• Basic Information - Core task details
• Client Details - Client-specific information
• Timeline - All date-related fields
• Budget & Billing - Financial information
• Technical Details - Development-specific data
• Approval & Sign-off - Review and approval fields

Grouping benefits:

• Easier to fill out - Related information together
• Clearer forms - Less overwhelming
• Better mobile experience - Sections can expand/collapse
• Logical flow - Information requested in sensible order

Field Order and Display

Control how fields appear:

• Most important fields first - Essential information at top
• Logical sequence - Follow natural workflow order
• Related fields together - Budget and billing together, dates together
• Conditional display - Show fields only when relevant

Schema Inheritance and Templates

Creating Schema Templates

Turn successful schemas into reusable templates:

1. Build perfect schema in one project first
2. Test with real use - Make sure it works well
3. Refine based on feedback - Adjust as needed
4. Save as template:

• Go to Project Settings → Schema
• Click "Save as Template"
• Name template clearly
• Choose who can use it (team or organization-wide)

5. Template available for future projects

Using Schema Templates

Apply templates to new projects:

During project creation:

• Choose "Use Schema Template" option
• Select appropriate template
• Fields automatically applied to new project

For existing projects:

1. Go to Project Settings → Schema
2. Click "Apply Template"
3. Choose template
4. Select merge or replace strategy
5. Review and confirm

Organization-Wide Schema Standards

Set defaults for your organization:

Standard fields everyone uses:

• Priority - Everyone uses same priority scale
• Due Date - Consistent date handling
• Tags - Organization-wide tag taxonomy
• Client Name - Standard client field for all client work

Benefits:

• Consistency across all projects
• Easier reporting - Same fields everywhere
• Faster onboarding - New team members see familiar structures
• Better automation - AI can work with predictable data

Field Validation and Requirements

Required Fields

Make certain fields mandatory:

When to require fields:

• Critical information - Can't proceed without it
• Reporting needs - Must have data for reports
• Billing requirements - Need for invoicing
• Compliance - Legally or policy required

Requiring fields:

1. Edit field settings
2. Check "Required" option
3. Choose when required (always, or only in certain statuses)
4. Add clear error message

Field Validation Rules

Ensure data quality:

Validation types:

• Format validation - Email must be valid email format
• Range validation - Budget between $100 and $10,000
• Pattern matching - Billing code must match "CLI-YYYY-NNN" pattern
• Cross-field validation - End date must be after start date

Setting up validation:

1. Edit field settings
2. Add validation rules
3. Provide clear error messages
4. Test with real data

Default Values

Pre-fill common values:

Good uses for defaults:

• Standard priority - Most tasks are "Medium" priority
• Current sprint - Automatically set to active sprint
• Today's date - Start date defaults to today
• Current user - Assignee defaults to person creating task

Benefits:

• Faster task creation - Less typing
• Consistency - Common values used correctly
• Fewer errors - Pre-filled with valid values

Modifying Existing Schemas

Adding New Fields

Add fields to established projects:

1. Go to Project Settings → Schema
2. Click "Add Field"
3. Configure new field
4. Choose how to handle existing tasks:

• Leave new field empty on existing tasks
• Set default value for all existing tasks
• Prompt team to fill in for existing tasks

5. Save changes

New field appears on all tasks in the project.

Editing Existing Fields

Modify field configuration:

What you can change:

• Field name - Rename for clarity
• Description - Update help text
• Options - Add new dropdown options
• Validation - Adjust rules
• Required status - Make optional fields required or vice versa

What you can't change:

• Field type - Can't change text to number without migration
• Existing data - Changes don't affect data already entered

Removing Fields

Clean up unused fields:

1. Go to Project Settings → Schema
2. Find field to remove
3. Click "Archive Field" (not delete - data is preserved)
4. Confirm archival

After archiving:

• Field doesn't appear on tasks anymore
• Existing data is preserved
• Can be restored later if needed
• Doesn't affect reporting on historical data

Advanced Schema Features

Conditional Fields

Show fields only when relevant:

Examples:

• Show "Bug Severity" only when task type is "Bug"
• Show "Client Approval" only when status is "Review"
• Show "Invoice Number" only when "Billable" checkbox is checked

Benefits:

• Less clutter - Only see relevant fields
• Clearer forms - Not overwhelming
• Faster completion - Skip irrelevant fields

Calculated Fields

Automatically compute values:

Calculation types:

• Sum - Total hours from all subtasks
• Average - Average priority score of subtasks
• Count - Number of completed subtasks
• Percentage - Percent of subtasks complete
• Date math - Days between start and end dates

Common calculations:

• Hours remaining - Budgeted hours minus used hours
• Project progress - Completed tasks divided by total tasks
• Budget remaining - Budget amount minus expenses
• Days to deadline - Today until due date

Field Dependencies

Link fields together:

Examples:

• Phase dropdown determines which statuses are available
• Client selection automatically fills client contact and billing code
• Sprint selection sets start and end dates automatically

Benefits:

• Data consistency - Related fields stay synchronized
• Faster data entry - One selection fills multiple fields
• Fewer errors - Can't have conflicting information

Schema Migration and Import/Export

Copying Schemas Between Projects

Reuse schemas in other projects:

1. Go to source project → Settings → Schema
2. Click "Export Schema"
3. Save schema file
4. Go to target project → Settings → Schema
5. Click "Import Schema"
6. Choose merge or replace
7. Confirm import

Migrating from Other Tools

Bring schemas from other systems:

Supported imports:

• CSV field definitions - From Excel or Google Sheets
• Jira custom fields - Import existing Jira field definitions
• Asana custom fields - Bring your Asana structure
• Notion properties - Import database properties

Migration process:

1. Export from source system
2. Map fields to Verk field types
3. Review and adjust configurations
4. Import into Verk
5. Test with sample data

Troubleshooting Schemas

Common Schema Issues

Fields not appearing:

• Refresh page - Browser might need reload
• Check permissions - Verify you have edit rights
• Field visibility - Check if field is hidden in current view
• Project vs task - Some fields are project-level, not task-level

Data not saving:

• Validation errors - Field value doesn't meet requirements
• Required fields - Missing required information
• Network issues - Connection problem during save
• Permission problems - User doesn't have edit rights

Schema conflicts:

• Field name duplicates - Two fields can't have same name
• Type mismatches - Can't change number to text without migration
• Dependent fields - Removing field that other fields depend on

Performance with Many Fields

Keep schemas manageable:

• Limit field count - 10-15 fields per project is reasonable
• Use field groups - Collapse sections not currently needed
• Archive unused fields - Remove fields no longer relevant
• Conditional display - Show only relevant fields

Best Practices

Design Effective Schemas

Good schema design:

• Start minimal - Add fields as you discover needs
• Clear names - "Client Name" not "CN" or "Client"
• Helpful descriptions - Explain what to enter
• Sensible defaults - Pre-fill common values
• Logical grouping - Related fields together

Maintain Schema Quality

Keep schemas useful:

• Review regularly - Remove unused fields
• Get team feedback - Are fields helpful or annoying?
• Update as needed - Projects evolve, schemas should too
• Document purpose - Why each field exists

Balance Detail and Simplicity

Too few fields:

• Missing important information
• Inconsistent data capture
• Can't filter or report effectively

Too many fields:

• Overwhelming to fill out
• Team skips optional fields
• Takes too long to create tasks
• Information overload

Right balance:

• 8-15 fields per project
• Mix of required (3-5) and optional fields
• Clearly necessary information
• Easy to fill out quickly

Related Documentation

• Custom Fields - Detailed guide to field types and configuration
• Project Creation - Set up projects with the right schema from the start
• Project Organization - Use schemas to organize and filter project tasks
• Analytics - Create reports using your custom schema data

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