Building Blocks
Custom fields
Add extra data fields to tickets, CIs, locations, users and organizations — without custom code, so the structure stays in the platform, not in someone's Excel.
Updated Jan 23, 2026
Configuration · Building Blocks · 3.2
Custom fields (also called “configurable fields” or “free fields”) let you capture organisation-specific information on tickets, configuration items, locations, users and organizations — without custom code. Set them up well once and you get years of consistent data plus reporting.
Why this matters to the business
"I want to report on X that isn't in a standard field"
Industry-specific data (asbestos class, ATEX zone, GDPR classification) belongs on the record, not in a shadow Excel.
"Different ticket types need different questions"
An incident asks for "severity", an access request for "valid until". Custom fields per template.
"Required info on creation"
Mark a field required and you avoid incomplete tickets that come back later anyway.
"Link to another object"
A lookup field points straight to another entity (project, supplier, asset) — no free text.
The two field types
Standard field
Text, number, date, dropdown, checkbox. For standalone values you capture on a record. Works everywhere: reports, filters, exports.
Lookup field
References another object in Gfacility (e.g. a project, asset, user). Prevents duplicate data and typos.
The mechanism
A field is always scoped per module. You define it centrally and activate it per module:
- Helpdesk & Configuration items: also per template — an incident form can have different fields from an access request.
- Locations · Users · Organizations: one field set per entity — not per template.
- Required/optional and active/inactive: configurable so you can phase fields out without losing data.
Which decisions will you make?
Which modules get which fields?
Not every field belongs everywhere. Deliberate choices prevent form bloat.
Standard or lookup?
Referring to existing data → lookup. Free text → standard.
Required or optional?
Required = data quality but adds friction. When in doubt ask: can I still report later if this is left blank?
Template-specific?
For helpdesk/CI: scope fields to specific templates rather than the whole module.