Learn Mokapen

Fields

The Fields are the data dictionary of every module: name, type, required status, default value, and who can see or edit them. Here you create custom fields and adapt those already present. The mechanism is the same on Contacts, Companies, Tasks, Projects, Appointments, Opportunities, Quotes, Orders, Products, Services, and Tickets.

This guide covers Fields only. To place them on the form see Card; to show them in a table see List & Columns.

Changes are organization-wide (they apply to all members), not personal preferences.

What they are for

• Standardize — same labels and types for the whole team.
• Extend Mokapen — data the product does not have by default (Industry, Customer code, Margin…).
• Govern — required status, default, visibility and edit rights only for certain users/teams.
• Feed the rest — card, list, filters, import, automations and (where available) report charts.

Where to find them

1. Organization settings → area hub (Address book, Activities, Sales, Tickets, …).
2. Entity settings (e.g. Contacts) → Fields card.

Configuration is per entity. You need at least the Member role. Creating a custom field requires a Premium plan that includes Custom fields; changing layout/existing fields requires an appropriate Premium plan. Check availability on your plan.

Create a custom field

1. Add field → New field modal.
2. Label — visible name.
3. Internal title — auto-generated slug (import, API, system).
4. Type — choose the type (list below). Often it cannot be changed after saving.
5. Type options (dropdown menu, single/multiple selection, …).
6. This field is required (optional).
7. Default (optional) — initial value on new cards.
8. Editable only by users/teams and/or Visible only to users/teams (optional).
9. Save — then place the field on the Card and, if needed, in List & Columns.

Field types (one by one)

When creating, choose one of these types. For each: what it is for and when to use it.

Text

Short single-line text field (codes, short titles, references). Ideal when the answer is free-form but short. If values repeat and must be filterable, prefer a Dropdown menu.

Long text

Multiline text area for notes, descriptions, instructions. Do not use for structured data (statuses, categories): it makes filters and reports harder.

Dropdown menu

List of options you define (Add an option): the user picks one. Perfect for internal statuses, industries, levels, sources. Enables consistent filters and charts. Define the options before using it in production and avoid duplicate synonyms.

Multiple-choice dropdown menu

Like the dropdown menu, but you can select multiple options at once (e.g. interest tags, active channels). Useful when a record belongs to several categories at the same time.

Date

Select a date (deadlines, contract start, sales appointment date). Prefer it over free text to sort and filter by period.

Time

Time of day or temporal value (slot, callback time). Use it when the hour matters, not only the day (for the day use Date).

Number

Generic numeric value (quantity, score, pieces). It is not a currency amount: for money use Amount.

Amount

Monetary amount (budget, cost, margin in currency). Designed for financial values; in reports and lists it behaves as a money measure.

Percentage

Percentage value (probability, discount, progress). Better than a generic number when the meaning is “out of 100”.

Switch button

Yes/no toggle (on/off). Ideal for binary flags: “VIP customer”, “To call back”, “Billable”. Clearer than a checkbox when the action is an immediate on/off.

Checkbox

Checkbox for confirmations or boolean options (“Privacy accepted”, “Documents received”). Similar to the switch in meaning; choose the style that feels most natural for the form context.

Radio button

Exclusive choice among a few options shown all in a list (not in a closed menu). Useful with 2–5 highly visible alternatives (e.g. Yes / No / Don’t know).

User

Select a user of the organization (internal contact, approver, specialist). Different from the system stakeholder/owner: it is an additional field you define.

Team

Select a team of the organization (responsible department, support cell). Useful for group assignments beyond a single user.

Hyperlink

Clickable URL (web product page, shared drive, external ticket). Better than free text when it must open with one click.

Email

Additional email address (certified mail, operational email, alias). Use the dedicated type so validation and use in flows stay consistent compared with generic text.

Phone

Additional phone number (secondary mobile, switchboard). Same reasoning as email: dedicated type, not free text.

Address

Structured address (secondary site, warehouse, job site). Prefer it over a single text line if you need it in documents or maps.

World countries

Choice from a countries list. You can set Single select or Multiple select. Ideal for target market, shipping country, geographic area without typing by hand.

Reference to another entity

Link the record to another Mokapen entity (e.g. on a Task a “Customer” field of type Contact). When creating, an option appears for each system entity (Task, Project, Contact, Company, Ticket, Booking, Product, Service, Opportunity, Quote, Order, Appointment, Document, … depending on what is active). Here too: Single select or Multiple select.

Use it when the relationship must be structured (not a note “see Mario”). That way filters, connections, and navigation stay reliable.

Default value

In the modal, the Default field sets the initial value when a new card is created (where the type allows it).

• What it is for — reduce repeated clicks (Country = Italy, Internal status = New, VIP switch = off).
• Dropdown menu — the default should match one of the existing options.
• Number / Amount / Percentage — enter a numeric value consistent with the type.
• Text — initial string (use sparingly: it can “pollute” data if users do not change it).
• Required + default — the card is already valid on that field at creation; the user can still change it (if they have edit permission).
• Does not replace — Visible/Editable rules: a default does not make the field visible to those who must not see it.

If you leave Default empty, new cards start with no value on that field (unless the entity has system logic).

Conditional visibility and edit (users / teams)

Besides required status you can limit who sees and who edits the field. There are two separate controls in the modal:

• Visible only to users/teams — enable the checkbox, then choose one or more users and/or teams. Only they see the field on the card (and in contexts that respect this rule). Anyone not on the list does not see it.
• Editable only by users/teams — same logic, but for edit: other users may see it (if visible) but not change it, or not see it at all if you combine both restrictions.

How they combine

• Only Visible restricted → the field is hidden from others; those on the list see it and (unless otherwise) edit it.
• Only Editable restricted → everyone (with access to the card) can see it; only the selected ones edit it.
• Both restricted → typical for sensitive data (margin, legal notes, internal salary): few people see it and the same ones (or a subset) edit it.
• No checkbox → field open to everyone who can open the card (respecting the entity’s privacy/stakeholders).

Team vs user — you can mix: e.g. “Sales” team + a named admin. Who joins or leaves the team gains/loses access based on team membership.

Typical cases

• Margin % on Opportunities — visible/editable only by the senior sales team.
• HR notes on internal Contacts — HR team only.
• “Supplier cost” field on Products — editable by Purchasing, also visible to Sales as read-only (broad Visible, narrow Editable).

Caution — do not confuse these rules with card privacy (stakeholders) or with Home customization: here you limit the single field.

Required status

Check This field is required if saving the card must require a value. Use it sparingly: too many required fields slow down data entry. Often combine with a sensible Default so quick creations are not blocked.

Edit, restore, delete

Click the field name in the table.

• System — not editable (or almost); cannot be deleted.
• Partially editable — label/required/etc.; type often locked.
• Custom — you update options, default, visibility; you can Delete.
• Restore — on some standard fields customized by the org, returns to Mokapen’s default for that field.

Practical tips

• Work order: Fields → Card → Columns (and, on Opportunities/Tasks/Projects, Charts).
• Dropdown / entity instead of free text when you need to compare and filter.
• Stable labels: renaming often confuses the team and saved filters.
• Before deleting: import, automations, reports, columns.
• Sensitive data: use Visible/Editable, do not rely only on “nobody looks at it”.

Use cases

• Industry + revenue on Contacts — Industry dropdown + Amount; empty Industry Default; both on Card and Columns.
• Tickets with severity — required P1–P3 menu, Default P3.
• Reserved margin on Opportunities — Percentage or Amount with Visible and Editable only for senior sales team.
• Task linked to customer — Contact entity field (single select).
• Product: supplier page link — Hyperlink + Text code; Visible to all, Editable only by Purchasing.
• “To call back” flag — Switch with Default off; column in Contacts list.

Frequently asked questions

Q: I created the field but I don’t see it on the card.

A: Creating it does not put it on the form. Open Card and drag it into the preview. If you restricted Visibility, check that you are among the allowed users/teams.

Q: Does the Default also apply to existing cards?

A: No: it typically applies to new cards. Records already created keep the values they had.

Q: If I limit Visibility, does the field also disappear from the columns list?

A: Visibility rules protect access to the data on the card according to the field configuration. For the grid still use List & Columns; do not expose in the list data you want to keep private.

Q: Can I change the type after saving?

A: Often no. Better to create a new field of the correct type.

Q: Difference between Visible and Editable?

A: Visible = who sees it. Editable = who can change its value. Used together for “read-only” or “hidden from everyone except…”.

Q: Why don’t I see Add field?

A: Missing Premium plan with Custom fields, or insufficient permissions.