Project Data Fields vs. Playbook Data Fields

Both types store custom, structured information on a project, and once a project is created they behave almost identically. The difference is scope: what determines whether the field shows up on a given project, and how much flexibility you have to add or remove it later.

The short answer

Recommendation: prefer Project Data Fields. Add them optionally to the playbooks where they're relevant, and only turn on "Add on Creation" for fields that genuinely belong on every project.

How each one works

Project Data Fields

Created in Settings › Data Fields with Object Type = Project.

The "Add on Creation" toggle controls their behavior:

• On — the field is added to every new project automatically, regardless of which playbook was used.

• Off — the field is not added automatically. It can still be attached to specific playbooks, or added to an individual project after the fact.

That second mode is what makes Project Data Fields flexible. The field exists in your library, and you decide per-playbook and per-project whether it applies.

Playbook Data Fields

Created in Settings › Data Fields with Object Type = Playbook, then attached to a playbook under that playbook's Data Fields tab.

Every project created from that playbook gets the field, and the field stays with the project. But the attachment is all-or-nothing:

• It cannot be added to a project optionally.

• It cannot be added to a project after creation.

The intended model vs. how it plays out

The design intent was a clean split:

• Project Data Fields = information relevant across all projects (contract value, region, CSM owner)

• Playbook Data Fields = information relevant only to specific playbooks (a field that only makes sense for an enterprise implementation, say)

Because you can't attach one optionally or retroactively, any field you might sometimes need on some projects is better built as a Project Data Field.

Use a Playbook Data Field only when the field is genuinely meaningless outside one specific playbook and you're confident it will never need to be added to a project after the fact.

Setting it up

Create the field

1. Go to Settings › Data Fields.

2. Click + Create Data Field.

3. Set Object Type (also shown as Location) to Project or Playbook.

4. Choose the data type. If you plan to map it from a CRM, match the CRM field's type — a HubSpot "Multiple checkboxes" property maps to a Multi-Select field in OnRamp, with the same option values.

5. For Project fields, decide whether Add on Creation should be on.

Attach it to a playbook

1. Open the playbook.

2. Go to the Data Fields tab.

3. Add the field and save.

4. Publish the playbook. Workflows only see fields that are currently live on the playbook.

You can drag to reorder fields on this tab. The order controls left-to-right column order in the project list view. The visibility checkbox controls whether a field surfaces at the top of the list view — use it sparingly, since a long list of always-visible fields gets cluttered fast.

Map it from your CRM

1. Open Settings › Workflows and edit the workflow that creates the project.

2. Find the Project Data Fields card.

3. Set Source to CRM field (not Fixed, which sets a constant value).

4. Pick the CRM object from the trigger, then the field.

5. Save and publish, then test by creating a project.

Troubleshooting

"No data fields to set for this project" in the workflow editor The selected playbook has no Data Fields attached yet. Add them to the playbook and publish, then reopen the workflow.

The Project Data Fields card doesn't appear in my workflow Same cause. The card only renders when the selected playbook includes at least one Data Field.

The Source dropdown shows "Fixed" and I can't pick a CRM field "Fixed" means the field is set to a constant. Change Source to "CRM field." You don't need to delete and recreate the field.

The CRM field list shows "No Items" The workflow's trigger isn't a CRM record. The CRM field list only appears when the workflow is triggered by a CRM object (for example, a HubSpot Deal reaching Closed Won).

My data field isn't showing up on new projects Filter Settings › Data Fields by Location and confirm the field is set to Project — Project-location fields are the only ones that can appear at project creation. Also confirm the field is Active (not archived) and that Add on Creation is enabled if you expect it on every project.

A "Required" field let me create a project without filling it in That's expected. Required controls behavior after a value is entered: once set, the value can be edited but not cleared. It does not block project creation or completion. Enforcing it at creation would break workflows and automated project creation when the data isn't available yet.