The custom items feature is in early access release for some Teamwork.com accounts.
What
Custom items let you capture and organize structured information inside a project that doesn’t naturally belong as a task. You define the layout using sections and fields, so you can build simple tables that match your real workflows (contracts, assets, logs, requests, or any other project-related records).
Why
  • Capture and manage information that doesn’t fit neatly into tasks (e.g., inventory, assets, contracts, or internal requests.
  • Create clear views of your data using custom fields, sections, grouping, sorting, and filtering.
  • Replace scattered spreadsheets by tracking key project information directly in Teamwork, where it’s easy to organize, update, and collaborate.
Who
  • Site admins and project admins can fully manage layouts and structure.
  • Standard users can create and edit item content.
  • Clients & collaborators can view content where permitted.
🔒
Privacy
Visibility follows custom item tab permissions and project-level privacy settings.
When
Use custom items when you need structured data instead of tasks (requests, assets, approvals, logs, inventories, or specifications).
On this page Create a custom item Organize layout Manage items Permissions

About custom items

Custom items give you a way to store and organize information in a project using a table-style format. Each item represents a record, and you can shape how those records are organized using sections, fields, and optional grouping.

Term
Definition
Custom item
An item you create to store structured information in a project. Appears as a row in the table.

Example: You might create a custom item type called “Contracts” and populate it with individual contract items.
Custom item record
Individual entries for a custom item, displayed in a table.

Example: You could add 20 contract entries to the Contracts table in your custom Contracts tab.
Tab
The top-level area where a custom item type is managed.

Example: You add a new tab called "Contracts" to manage your company's contracts in Teamwork.
Sections
Lists you add to organize item records inside a tab.

Example: Group contracts into lists such as “Signed”, “Draft”, or “In Negotiation.”
Fields
Properties that appear as columns in table view.

Example: You might track contract due date, contract owner, status, or type.
Groups
Optional groupings based on a field you choose.

Example: Group contracts by a Status field such as “Draft,” “Sent to Client,” or “Completed.”

Create a custom item

In your project:
  1. Click the plus (+) at the end of the horizontal tab menu.
    project navigation tabs with plus icon to create custom item
  2. Enter the tab name. This is what you want to manage, e.g. contracts.
    💡
    Select from the suggested item labels to quickly populate the name.
    pop-up window for creating a new custom item
  3. Click Create.

You'll be taken to the new custom item tab, which is populated automatically with three sections. Think of these as lists that group your custom item records, similar to task lists.

Custom contracts tab layout with default sections

Edit item labels

When you create a custom item (e.g. Contracts), the item tab automatically inherits that name and the individual item labels become a singular version (e.g. Contract).

You can update these at any time via the custom item tab.
  1. Click the vertical ellipsis (three dots) in the custom tab's top right.
  2. Select Edit labels.
  3. Update the item labels:
    1. Item label (singular) updates the individual item column heading and the add button.
    2. Item label (plural) updates the tab name and area heading.
      Edit item labels dialog
💡
You can duplicate a tab layout to fast-start another custom item type in the same project.

Organize your layout

Admins can tailor the custom item tab structure at any time.

Sections

  1. Create: Click the arrow beside the Add button in the view's top right. Select Add section. The section is added with a default label.
  2. Manage: Click the vertical ellipsis (three dots) on a section heading's right. Next, choose from:

    1. Rename
    2. Move the section up or down in the section order.
    3. Delete
      Manage sections options in custom item tab

Columns

  1. Click the plus (+) in the custom tab's top right.
  2. Select any relevant additional property columns you want to track custom item details for.
    Manage columns in custom item tab
  3. Hover over a column heading and select the vertical ellipsis (three dots).
    1. Sort items based on that property.
    2. Move the column left or right.
    3. Delete the column from the view.

Manage your items

Use the table to add, edit, or update individual items directly in place.
Permissions
Admins and standard users can create and manage individual items within each section.
Clients and collaborators have view-only access.

Individual items (e.g. contracts) in sections can be edited directly in the table view.
  • Create: Click the Add button in the view's top right. Enter the item's name and any relevant details in the new item row.
  • Rename: Hover over the item label and click the edit pencil to rename it.
  • Properties: Select any of the item's property fields to update their current value.
  • Delete: Click the vertical ellipsis on an item's right to delete that row. Alternatively, check the boxes beside multiple items to delete in bulk.
Editing custom item rows inline in the table

View options

You can organize how custom item records appear using grouping, sorting, and filtering.
  • Group items by a field such as Status or Owner.
  • Sort by any column to reorder the table.
  • Filter the table to show only items that match specific criteria.
📝
View preferences (grouping, sorting, filtering) are stored locally for each user.

Permissions

Task
Project & Site Admin
Standard User
Client & Collaborator
View all custom item tabs and their content



Search



Group by columns / sections



Sort columns / groups



Filter data



Manage custom item tabs (add / rename / reorder / delete)



Rename item labels



Manage sections (add / rename / duplicate / delete)



Manage columns (add / rename / change options / reorder / delete)



📝
Search, group, sort, and filter preferences are stored on a per-user basis.

Custom item use cases

💡
Try a Requests custom item with fields like Category, Priority, Assignee, and Status. Group by Status and sort by Priority to create a workflow-style view.
Custom items can support many team workflows, such as:
  • Operations: vendor records, SOP logs, assets, internal requests.
  • Finance: contract trackers, renewal lists, budget approvals.
  • Marketing: campaign briefs, content inventory, asset requests.
  • HR: onboarding checklists, training modules, policy registers.