Create and Use Data Fields in OnRamp

Last updated: March 23, 2026

Data Fields let you store custom, structured information across OnRamp — at the account, project, playbook, task, or user level. They power automations, CRM sync, reporting, and personalization for details unique to your business process, like region, renewal date, or implementation manager.

Accessing Data Field Settings

To create and manage data fields, go to Settings > Data Fields. This page shows all fields currently configured in your workspace. From here you can search for existing fields, filter by location or type, toggle between active and archived fields, and create, edit, or archive fields.

Understanding the Data Fields List

Each row in the list describes how a field is configured:

  • Name — the label used throughout OnRamp

  • Location — the object the field is attached to (Project, Account, Task, etc.)

  • Type — the field format (Dropdown, Date, Text, etc.)

  • Add on Creation — whether the field is automatically added when a new object of that type is created

  • Required — whether the field must be filled in before saving

  • Edit Rights — which user roles can update the field

  • Use Count — how many objects currently have this field, useful for gauging impact before editing or archiving

You can filter the list by Location (Internal User, Customer User, Account, Playbook, Project, Module, Task) or by Field Type, and toggle between Active and Archived fields at the top of the page.

Creating a Data Field

  1. Go to Settings > Data Fields.

  2. Click + Create Data Field in the upper right.

  3. Fill out the form:

    • Name — a clear label (e.g. "Internal Onboarding Status")

    • Description — context so teammates know how to use it

    • Object Type — where the field belongs: Account, Internal User, Customer User, Playbook, Project, Module, or Task

    • Field Type — see field type reference below

  4. Configure additional options:

    • Default Value — pre-populates the field until changed

    • Required Value — toggle on if the field must be filled in before saving

    • Add on Creation — toggle on to auto-include this field whenever a new record of that type is created

    • Edit Permissions — select which roles can edit this field. Admins can always edit regardless of role restrictions.

  5. Click Save Field.

Field Types

Choose the type that matches how the data will be used:

  • Dropdown — single selection from a predefined list; best for consistent values used in reporting and automation

  • Multi-Select — select multiple values from a list, displayed as color-coded tags. Use this instead of multiple boolean fields when tracking several values at once (e.g. product lines, regions). Works across projects, playbooks, and CRM integrations.

  • Text — free-form text input

  • User — links to an OnRamp user; useful for tracking ownership

  • Date — date picker

  • Number — numeric value

  • Currency — formatted monetary value

  • Color — color selection

  • Link — a clickable URL

Using Data Fields on Objects

  1. Open a Project, Playbook, or Task and go to the Data Fields tab.

  2. Click a field value to edit it — changes save automatically.

  3. To add a field that wasn't included by default, click + Add Optional Data Field.

You can also edit project data fields directly from the project list view without opening individual projects — click the pencil icon on any row to edit a single field, or select multiple projects to bulk-edit fields at once.

Field Visibility in the Project List

Each field on the Data Fields tab has a visibility toggle that controls whether it appears in the header of the List tab inside that project:

  • Green eye — field appears above the task list for quick reference while working in the project

  • Red eye with line — field is hidden from the list header but still exists in the Data Fields tab and continues to power automations and reporting

Use visible fields for information your team references frequently (e.g. Go-Live Goal Date, Customer Segment). Hide fields used only for automation or reporting.

Editing and Archiving Fields

From the Data Fields settings list, use the quick action buttons to edit an existing field or archive it. Archiving removes the field from new objects but preserves all historical data — check the Use Count before archiving to understand the impact.

Tips

  • Not sure which Object type to use? Use Account if you want the field tied to the customer across multiple projects.

  • Want consistency? Enable Add on Creation at the Playbook level so fields are included every time you launch a new project.

  • CRM sync: Align Data Fields with Salesforce or HubSpot fields to keep systems in sync automatically.

  • Restricting edits? Use Edit Permissions to limit sensitive fields (like contract value or renewal date) to specific roles.

  • Create fields only when they serve a clear purpose and use consistent naming conventions — well-structured fields make reporting and automation far easier to maintain.