“I’m pumped for the future and what’s coming!” - Clio Cloud Conference New Orleans - Sept. 25 & 26, 2017
           Get your tickets today!

Custom Fields: FAQ

Custom Fields are available to subscribers of our Legacy, Boutique, and Elite plans.

You can upgrade to the Boutique or Elite plan in the app, or if you’re interested in seeing how this feature can work for your law firm feel free to contact us by email or give us a call at 1-888-858-2546 (choose option #1).

Contents

Who can create Custom Fields?
Does everyone in my Firm see the Custom Fields?
What if we have a lot of Custom Fields and don't want them to show up on all Matters?
What are some tips for working with Required Custom Fields?
Can I export my Custom Field information into a spreadsheet?
Are Custom Fields pulled into Reports?
Can I group Custom Fields together and then apply them in bulk to one Matter?
I've already created all my Matters in Clio, can I bulk apply Custom Fields?
Can I apply a default field or field set to all Matters by Practice Area?
Can I do a search by Custom Fields?
Can I use Custom Fields in Document Automation?
Can I pull Custom Fields into Bills?
What is the difference between Individual Custom Fields and Custom Field Sets?
If I set an Individual Custom Field as the default and then apply a Custom Field Set that contains the same field, will it show in my Matter or Contact details twice?
Can I change around the order of the Custom Fields manually?
I am trying to remove the default setting from an Individual Custom Field, but the default checkbox is greyed out when I click the edit option. Why can't I remove the default?
Are there any restrictions for Custom Field Types?

Who can create Custom Fields?

The Originating Subscriber and Account Administrators can create Custom Fields.

Does everyone in my Firm see the Custom Fields?

Yes, custom fields are visible firm-wide.

What if we have a lot of Custom Fields and don't want them to show up on all Matters?

When you create a Custom Field, you have the ability to mark it as a default.  A default Custom Field will show up on ALL Matters.  If you want to be able to customize each Matter with the appropriate Custom Field, then remove the Default option by clicking the Edit icon under the name of the Custom Field and un-check the Default box then Save your changes:

What are some tips for working with Required Custom Fields?

When creating a new, individual Custom Field, that field can be set as "required". Required Custom Fields must not be blank/empty (or in the case of a checkbox, unchecked) when the Matter or Contact is saved.

Making Required Fields Default

Required Custom Fields can also be set as "default". When a required field is also default then it will appear on all new Contacts/Matters, must be completed, and cannot be removed. A required field that is not also a default can still be removed from the Contact/Matter form (defeating the purpose of being required).

"N/A" Value

If there is a chance that a field would not need to be completed (or that the required data will not be available when the new Matter/Contact is created) then that field should either not be required or it should be a field type that allows for "N/A" to be a value. For example:

  • Picklist (with NA as an option)
  • Text (One-Line and Multi-Line)
  • Integer and Money fields can have a "0" value

Checkbox Field Type

When making a checkbox a required default field then it must be checked before the Matter/Contact can be saved. Why would you want to make a checkbox required? The checkbox can be used to indicate confirmation that some required step has been performed. Unfortunately, the Checkbox field name is limited to 32 characters, so the confirmation will have to be short and sweet. Some examples:

  • Initial contact confirmed
  • Retainer agreement signed

Can I export my Custom Field information into a spreadsheet?

Yes, please follow the instructions HERE to do so.

Are Custom Fields pulled into Reports?

Not at this time.

Can I group Custom Fields together and then apply them in bulk to one Matter?

Yes, you can use the Custom Field Set option.

I've already created all my Matters in Clio, can I bulk apply Custom Fields?

If you mark a Custom Field as a Default, then they will automatically apply to your Matters.  This is the only way to bulk apply Custom Fields to all existing Matters at this time.

Can I apply a default field or field set to all Matters by Practice Area?

There is no ability at this time to apply Custom Fields by Practice Area.

Can I do a search by Custom Fields?

You can filter Contacts, Matters, and Billable Clients by Custom Fields. For more information, click HERE.

Can I use Custom Fields in Document Automation?

Yes, you can.  For more instructions, click HERE.

Can I pull Custom Fields into Bills?

Not at this time.

What is the difference between Individual Custom Fields and Custom Field Sets?

An Individual Custom Field is one single custom field that you can use in your Matter or Contact.  

A Custom Field Set is a collection of Individual Custom Fields and allows you to group them together.  For example, if I created two Individual Custom Fields, one named Plaintiff and one named Defendant, then I can create a Custom Field Set called "Civil Litigation".  Then, whenever I open a litigation Matter in Clio, I can apply the Custom Field Set which will automatically pop in both the Plaintiff and Defendant custom fields.

If I set an Individual Custom Field as the default and then apply a Custom Field Set that contains the same field, will it show in my Matter or Contact details twice?

No, Clio will recognize this and the field will only show once.

Can I change around the order of the Custom Fields manually?

Yes, you can. For instructions on how to reorder your Custom Fields, click HERE

I am trying to remove the default setting from an Individual Custom Field, but the default checkbox is greyed out when I click the edit option. Why can't I remove the default?

This happens when the Individual Custom Field is part of a default Custom Field Set. If you remove the default option from the set, then the individual item can be modified.

Are there any restrictions for Custom Field Types?

Yes, they are as follows:

  • Name of a custom field is limited to 32 characters.
  • "One-line text field" is limited to 255 characters.
  • "Multi-line text field" is limited to 64000 characters.
  • "Picklist" options are limited to 64 characters.
  • "Money" is two decimal places.
  • "Integer" is an integer.