Work with user-defined fields (UDFs)

Workspace admin permissions are required.

When working with entities in ALM Octane, a number of default fields are available for use. However, if these fields are not enough to help you manage your entities, you can add additional custom user-defined fields to any entity. These fields can be used wherever predefined fields are used, such as:

  • When adding or editing items.

  • When filtering.

  • In forms.

  • When creating rules

  • In Dashboard graphs (if the field is a number)

Note: You cannot group by user-defined fields or use them to tag.

Add a user-defined field

  1. In Settings , click Workspaces and select the workspace where you want to create user-defined fields.

  2. In the workspace area, click the Entities tab.

  3. In the Entities list on the left side of the pane, select the item (such as user story, manual test, epic, and so on) for which you want to create your own fields.

  4. In the Form designer, click the User-defined Fields tab.

  5. Click + to add a user-defined field.

  6. Enter the following: 

    Name Description
    Label A unique name for the field as you want it displayed in the UI. You can enter English, non-English, and special characters.
    Name A unique name that APIs will use to access this field. No uppercase letters or punctuation allowed.
    Field type

    The type of the field:

    • Number

    • Date and Time

    • String (This is the default.)

    • Boolean

    • List

      For details on creating lists, see the information about creating lists for user-defined fields in the ALM Octane Installation Guide.


    There are limits to how many user-defined fields you can create per workspace. These limits are set by field type:

    Field type Maximum allowed per workspace
    String and Boolean combined A total of 100 between the two types
    Number 50
    Date and time 10
    List Unlimited
    User Unlimited
    Release Unlimited
    Team Unlimited

  7. If you are adding a user-defined field that is a list

    • Select the list on which you want to base your new field.

    • If you want the user-defined field to be able to contain more than one value at a time, check the Allow multiple values check box.

  8. If you are adding a user-defined field that is a user, list, or team

    • Select the reference field on which to base the new field's value.

    • If you want the user-defined field to be able to contain more than one value at a time, check the Allow multiple values check box.

  9. To add the user-defined field to existing forms, select the forms from the Add to form drop-down list.

  10. Click Add.

You can now refer to this field in ALM Octane as you would any other predefined fields in ALM Octane.

Note: The new user-defined field is not yet available on the standard default form for adding and editing the entity. To access and use the field, see Access and use the field.

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Access and use the field

To access a user-defined field, view the items in the module as a grid and then add the user-defined field as a column . When adding or editing items in Grid view, you immediately have access to the user-defined fields.

To access a user-defined field in Smart List view, such as when adding or editing an item, either create a new form or edit an existing form. For details, see Design forms.

Note: You cannot group by user-defined fields, or use them to tag.

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Set attributes for the user-defined field

You can set attributes for the user-defined field, such as making the field mandatory, by creating rules.

For details, see Use rules to customize how you work.

If your user-defined field is Required, but the default Smart View form for adding an item does not display the new user-defined field, ALM Octane still prompts you for a value in the Other Required and Invalid Fields section. This section displays only when needed.

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See also: