Every project and action card comes with many out-of-the-box ways to add information about the work you want to complete. But, many teams have custom data that they need to track. This could include:

If you have specific data you want to track, Hive allows you to create custom fields at both the action and project level.

A custom field definition belongs to your workspace and can be reused across projects. Creating the field, adding it to a project, and entering a value are separate steps. Editing its definition affects the field across your workspace.

Open your profile menu → Settings → Workspace settings → Custom fields. You can also open More → Custom fields from a project.

Use All workspace fields, Action fields, or Project fields to browse definitions. Under By project, choose a project or template to see the fields used there. The sidebar also includes archived projects. CRM sections appear when you have access to CRM; this guide covers action and project fields.

The library shows each field’s name, field type, item type, project usage, form usage, and creator. Use search to find a field and Columns to choose the information displayed.

Item type tells Hive what the field belongs to: an action or a project. Field type tells Hive what kind of information it stores.

To change where one field is used across several projects or templates, select its count under Used in projects. Choose the projects or templates, then select Confirm. Removing destinations prompts an additional confirmation.

Workspace admins can select existing action custom fields under Settings → Defaults → Project Default Settings → Action custom fields. Selected fields are enabled on new blank projects. Projects created from templates use their template’s action fields, and existing projects are unchanged.

See workspace action custom field defaults for details.

For an action field, open an action card in a project that uses the field and enter or select a value. For example, a “Maintenance Level” field lets each action have its own maintenance level.

For a project field, open the project Overview and enter or select its value. You can also work with project field values in Project Navigator and Portfolio view when the corresponding columns are displayed.

Edits apply across your workspace, including other projects using the same field. Changing a field’s definition is different from changing a value on one action or project. The edit dialog displays the existing item type and field type; choose these when creating a new field.

The field menu also includes Duplicate when you have permission to manage the field.

When creating or editing an action field, expand Advanced settings and use Limit to specific action types to choose which types should use it. For example, limit a “Mitigation plan” field to Risks.

Select Save when finished. Leave the selection empty for no action-type restriction, or select Action to limit the field to standard actions. The field must also be added to the relevant projects.

See Understanding action types for the available types and examples.

Conditional visibility lets you show an action or project custom field based on other custom field values. For example, show “Rollback plan” only when “Environment” is “Production.”

Conditions control which fields appear on action cards and in the project Overview. When a field becomes hidden, its existing value is preserved.

When editing a Select field, use the drag handles to reorder its options, then save. This changes the order of choices within the field, rather than the order of fields in the library.

Groups keep related fields together, such as financial information or integration details.

You can also assign a group while creating or editing a field, or use the group’s menu to edit its fields.

To reorder fields or groups, use Group by → Groups and enable Reorder. Work with one item type, clear search and filters, and remove column sorting if reordering is unavailable. Use the available drag handles or Move up / Move down menu options.

Permissions can also limit which fields you can move.

Choose the project or template in the library, select Add fields, and select the group or the individual fields you need. Then select Add fields.

Grouped fields appear together on action cards or the project Overview, where you can expand or collapse their sections. Manage groups and their order in the library; groups cannot be edited or reordered within action cards.

Remove from project: In the project’s library section, open the field’s ⋯ menu and choose Remove from project. Review the confirmation before removing it. This changes that project’s field setup and keeps existing values; it does not delete the workspace field definition.

Hide custom field: In the field’s ⋯ menu, choose Hide custom field to hide the shared field without deleting its stored values. Use Show custom field to show it again. This is a workspace field setting, not a way to remove the field from only one project.

To delete a workspace field, open its ⋯ menu and select Delete. Choose the option that matches your intent:

Review your selection carefully before confirming deletion. Use Remove from project when you only want to change one project’s setup. A field used in a form cannot be deleted until it is removed from the form; check Used in forms to find that usage.

Available controls depend on your workspace role, workspace restrictions, and the field’s settings. Workspace admins can manage fields created by other users. Non-admins can generally edit or delete fields they created only when the applicable permissions and restrictions allow it. Admin-locked fields have additional restrictions.

Creating or editing a shared definition and adding an existing field to a project use different permission checks. A restriction on creating or editing definitions does not necessarily prevent adding existing fields to a project. If a control is unavailable, ask a workspace admin to review your access and the field’s restrictions.