Managing Global Fields

Table of Contents

Why This Matters

Global Fields let you create reusable data points that can be applied across all quotes. Use them to standardize custom information, such as data tags or reference values, so it’s available in every proposal.

User Rights Requirements

Managing Global Fields is a feature available to administrators in BigTime Quotes. Only users with appropriate permissions can view or edit global attributes that apply across Tasks, Templates, or Quotes.

Quotes Admin

• Has full access to create, edit, or delete Global Fields.
• Can define field types (text, dropdown, numeric, date) and set default values.
• Can decide whether a field is visible or required across Tasks and Project Templates.
• Can rename or deactivate fields that are no longer in use.
• Can manage dependencies between fields (for example, dropdowns linked to service categories).

Quotes Manager

• Can view and use Global Fields when creating or editing Quotes or Tasks.
• Cannot create new fields or change field properties.
• Can edit field values within a specific Quote or Task, but not the structure or defaults defined by Admins.

Quotes Contributor

• Can view and populate Global Fields that appear in templates or quotes they work on.
• Cannot create, edit, or hide fields.
• Any field marked as “required” by the Admin must be filled before the quote can be submitted.

Note:
Global Field configuration affects all Quotes and Tasks across your organization. For that reason, editing rights are restricted to Quotes Admins to ensure consistency and data integrity.

Global Fields Setup Location

To access the Global Fields tab: 

1. Go to Sales › Quotes.
2. Click Admin Panel.
3. Open the Global Fields tab.

Create Global Field

If your firm is newly provisioned, you’ll see an empty screen with a button labeled Add New Global Field. 

Global Field Types

Global Fields let your organization create reusable data points that appear across multiple areas of BigTime Quotes — including Tasks, Project Templates, and Quotes themselves. They serve as consistent reference fields that capture key business information, such as billing details, service categories, or delivery timelines.

By defining Global Fields once, you ensure that the same structured data is available in every quote or project that needs it. This helps your team maintain accuracy, eliminate manual re-entry, and make reporting and automation easier. For example, fields such as Billing Start Date or Project Category can automatically appear in all quotes, ensuring alignment between sales, delivery, and finance.

Each Global Field type (Text, Number, Date, Boolean, Dropdown, Radio, and Checkbox) determines the kind of data that can be entered and how users interact with it when creating or editing quotes. The sections below describe how to set up each type step by step.

Text Field

Follow the steps below to create a Text field. Use this type when you want users to enter free-form information such as notes, reference numbers, or short descriptions.

1. Internal Name – Enter the technical name used by the system (for example, ProjectReferenceCode). It must be unique.
2. Label – The display name users will see (for example, Project Reference Code).
3. Helper Text – Add short guidance for users (for example, Enter the internal project reference code).
4. Metadata – (Optional) Add keywords or internal tags to help identify or filter this field later. Metadata is not visible to end users but helps admins map fields to integrations or reporting filters.
5. Tooltip – Add a brief explanation of what the field captures.
6. Input Type – Select Text.
7. Default Value – Enter a starting value, if any.
8. Min Length / Max Length – Define limits for text entry (for example, 3 – 40 characters).
9. Regex Pattern – Optional validation rule (for example, pattern for alphanumeric IDs).
10. Use Long Text – Check this if the field should accept multiline text.
11. Click Save Field.

Number Field

Follow the steps below to create a Number field. This type is ideal for numeric values like amounts, quantities, or milestone counts that you may want to include in reports or calculations.

1. Internal Name – Enter the system name (for example, MilestoneNumber).
2. Label – Enter the user-facing name (for example, Milestone Number).
3. Helper Text – (Optional) Describe expected input.
4. Metadata – Add admin-only reference keywords (for example, Billing, Phase Tracking) to link this field to other data or reports.
5. Tooltip – Explain the purpose of this number (for example, Enter the sequential milestone number for this quote.).
6. Input Type – Choose Number.
7. Default Value – Enter a default numeric value if applicable.
8. Min / Max – Define acceptable value range.
9. Click Save Field.

Date Field

Follow the steps below to create a Date field. Use this type when you need to capture a specific date or range — for example, a start date, deadline, or billing period.

1. Internal Name – e.g., DeliveryDeadline.
2. Label – e.g., Delivery Deadline.
3. Helper Text – (Optional).
4. Metadata – Internal note or key for filtering in analytics (for example, Timeline, MilestoneDates).
5. Tooltip – Describe purpose (for example, Enter the expected project delivery date).
6. Input Type – Select Date.
7. Date Range – Check if you need both start and end dates.
8. Default Value – Pick a default date (optional).
9. Click Save Field.

Boolean Field

Follow the steps below to create a Boolean field. This type is used for yes/no or true/false answers, such as Is NDA Required? or Client Approved?

1. Internal Name – Enter e.g., NDARequired.
2. Label – e.g., NDA Required.
3. Helper Text – Optional.
4. Metadata – Internal reference (for example, Compliance, Legal Status). This helps admins track which boolean fields correspond to compliance rules or workflow triggers.
5. Tooltip – e.g., Is a non-disclosure agreement required for this contract?
6. Input Type – Select Boolean.
7. Boolean Type – Choose how users interact:
   • Checkbox – checked/unchecked
   • Switch – on/off toggle
   • Radio – Yes/No buttons
   • Dropdown – menu with Yes/No
8. Default Value – Select default state (checked / unchecked or Yes / No).
9. Click Save Field.

Dropdown Field

Follow the steps below to create a Dropdown field. Choose this type when users should select one option from a predefined list — for example, Service Category or Project Type.

1. Internal Name – e.g., ProjectCategory.
2. Label – e.g., Project Category.
3. Helper Text – Optional.
4. Metadata – Define internal grouping keywords or codes (for example, ServiceType, Industry). These values are useful for analytics, automation, or filtering reports.
5. Tooltip – Describe field purpose (for example, Select project category for this quote).
6. Input Type – Choose Dropdown.
7. Add / Remove Options section:
8. Click + Add Option for each value.
9. For each option, fill in:
   • Label – e.g., Digital Marketing, Software Development, Consulting, Design Services
   • Metadata – internal category codes (for example, DMKT, SDEV, CONS)
   • Tags (optional) – use for external system mapping or smart filtering.
   • Tooltip (optional) – short description of the option.
10. Select a Default Value (radio button next to the most common choice).
11. Click Save Field.

Radio Field

Follow the steps below to create a Radio field. Use this type when you want users to pick exactly one visible option, such as Billing Frequency or Engagement Model.

1. Internal Name – e.g., PreferredBillingCycle.
2. Label – e.g., Preferred Billing Cycle.
3. Helper Text – Optional.
4. Metadata – Admin keyword (for example, BillingFrequency). Used for reporting or integrations with invoicing modules.
5. Tooltip – e.g., Select your preferred billing cycle.
6. Input Type – Select Radio.
7. Add / Remove Options section:
8. Click + Add Option.
9. For each choice, fill in:
   • Label – e.g., Monthly, Quarterly, Upon Project Completion
   • Metadata – internal reference or code (for example, MONTH, QTR, COMPLETE)
   • Tags (optional)
   • Tooltip (optional)
10. Choose a Default Value by selecting the corresponding radio dot.
11. Click Save Field.

Checkbox Field

Follow the steps below to create a Checkbox field. This type is best when users need to select multiple applicable options, like Included Deliverables or Supported Platforms.

1. Internal Name – e.g., IncludedDeliverables.
2. Label – e.g., Included Deliverables.
3. Helper Text – Optional.
4. Metadata – Internal keywords describing the dataset (for example, ScopeItems, Deliverables).
5. Tooltip – e.g., Select which deliverables are included in the project scope.
6. Input Type – Select Checkbox.
7. Add / Remove Options section:
8. Click + Add Option for each deliverable.
9. For each, complete:
   • Label – e.g., Branding Guidelines, Social Media Assets, Landing Page Design, Performance Report
   • Metadata – internal tag (for example, BRAND, SOCIAL, LAND, REPORT)
   • Tags (optional)
   • Tooltip (optional)
10. Check the Default Value boxes for any pre-selected deliverables.
11. Click Save Field.

Manage Global Field List

Global Field List Contents 

The Global Field List provides a centralized view of all Global Fields that exist within your organization. This is where you can easily review, track, and manage every field you’ve created — whether it’s used in Quotes, Tasks, or Project Templates.

The list is displayed in a clean, table-style format, giving you a quick snapshot of each field’s key details:

• Name – The display name of the field as it appears in the system.
• Type – The data type assigned to the field (for example: Text, Number, Date, Dropdown).
• Used In – Indicates where the field is currently applied (Quotes, Tasks, Templates, or all).
• Date Created – The date when the field was originally created.
• Last Updated – The most recent date when any change was made to the field’s setup or configuration.
• Action – A three-dot menu that lets you manage each field. From here, you can edit, clone, export, or delete the selected field.

This view helps administrators keep the Global Field library organized and consistent across the entire quoting workflow. It’s also the starting point whenever you want to make updates or audit which fields are active in your environment.

Global Field List Actions

To manage existing Global Fields, go to the Global Field List. On the right-hand side of the table, you’ll find a three-dot Action Menu that includes four options:

Edit Global Field

Use this option to make updates to an existing Global Field.
After editing, click Save. The system highlights the updated field in the list for 10 seconds and displays a confirmation message to confirm the changes were successfully saved.

Clone Global Field

Use this option to create a copy of an existing Global Field. The system automatically adds a consecutive number in parentheses to the name (for example, Project Category (2)). Cloning helps you quickly create similar fields without starting from scratch. Once the copy is created, an alert confirms that the field has been successfully cloned.

Export to JSON

Use this option to export all information about a specific Global Field into a JSON file. The exported data includes all field properties — such as type, metadata, and options — allowing you to back up configurations or share them between environments.

Delete Global Field

Use this option to permanently remove a Global Field that’s no longer needed. Deletion is irreversible, so proceed with caution. After confirming, the system deletes the field and displays an alert notifying you that it has been successfully removed.

Import Global Field

Use this option to upload a JSON file containing predefined Global Field configurations.

This feature is especially useful when you want to replicate fields from another environment — for example, when migrating from a sandbox to production or sharing standard field sets across different business units.

When you import a JSON file, BigTime automatically reads the data structure and recreates each field with its original properties, including field type, metadata, options, and default values. This helps administrators save time and maintain consistency without manually rebuilding each field.

How Fields Sync Between Different Views/What It Looks Like for Managers

Example Use Cases

1. Retainer Amount (Number Field)

Use Case: Capture the total retainer value agreed upon with a client during the sales process

Purpose: The Retainer Amount field lets sales teams enter the agreed sum directly in the quote, ensuring that this value carries over to the project budget in BigTime.

Value: It eliminates manual re-entry in project setup and ensures financial consistency between sales, delivery, and billing teams.

2. Billing Start Date (Date Field)

Use Case: Define the start date for project billing or recurring invoices.

Purpose: This Date Field provides a standardized way to mark when billing begins — important for forecasting revenue and aligning finance schedules.

Value: Keeps accounting and delivery timelines synchronized, supports automated invoicing, and helps generate accurate cash flow reports.

3. Service Category (Dropdown Field)

Use Case: Classify each quote or project by service type — for example, Implementation, Consulting, Support, or Training.

Purpose: The Service Category field enables reporting and filtering by project type across departments.

Value: Helps business leaders track revenue streams by service line, analyze performance by category, and plan staffing more effectively.

FAQ

What’s Metadata Field for? 

Metadata is an internal reference field used by admins only. It’s not shown to users creating quotes but helps:
• integrate with other systems (e.g., CRM / reporting),
• group or filter fields in analytics,
• automate rules or workflows (for example, “if Metadata = Billing Cycle, then include in invoicing summary”).

Keep metadata values short, consistent, and meaningful—like internal codes.

Why Export to JSON Matters?

Exporting a Global Field to JSON allows you to save its complete configuration outside of BigTime. This file acts as a portable blueprint of the field — it includes all of its properties, such as name, type, metadata, options, and default values.

The main benefit is flexibility:

• You can back up your field setup before making changes, ensuring you have a safe copy to restore if needed.
• You can share configurations between different environments (for example, from sandbox to production).
• You can replicate standard fields across multiple business units or accounts without manually recreating them.

In short, exporting to JSON helps administrators maintain consistency, speed up setup in new environments, and protect their configuration work from accidental loss or manual errors.