Fields

A field is one piece of information on a record, such as a price, an email or a due date. Each field has a type, so a date sorts as a date, a price adds up as money, and your agents know what every value means.

How do I add a field?

1. Open the module and click a space in the spaces bar. A new field is added within one space, so pick a space rather than All spaces.
2. Click New above the table and choose New field.
3. Keep Single field selected. Pick the Field type and type the Field name.
4. Choose the Field group it belongs to. With one group in the space, it is already chosen.
5. Fill in the settings of the type, if it has any. See the table below.
6. Click Save.

The field appears as a new column in every space that uses its field group, for people and agents alike. Owners and managers of a space add fields to it. See Spaces.

You can also ask an agent: "Add a Supplier field to Products, linked to the Suppliers module."

Can AI create several fields at once?

Yes. In New field, choose Multiple fields. Describe what you need, such as "Shipping details: carrier, tracking number, ship date and delivery status", and click Generate. AI proposes the fields with their types. Change or remove any of them, or write a comment and click Generate again. Choose the Field group and save.

Which field types are there?

Type	Holds	Its own settings
Text	A short text, such as a name or a code.
Long text (Wysiwyg)	Longer text with formatting, such as a description.
Email	A valid email address.
Website	A web address.
Number	A whole number, such as a quantity.
Decimal number	A number with decimals, such as a weight.
Money	An amount with its currency.	Currency. System currency follows your system's default.
Percentages	A value as a percentage.	Limit to 0 % - 100 %.
Rating	A rating from 1 to 5.
Date	A date.
Date and time	A date with a time.
Single select	One option from a dropdown list.	Options
Multi select	Several options from a dropdown list.	Options
Radio button	One option, all shown at once.	Options
Checkbox	Yes or no.
File	One uploaded file, such as a PDF.
Image	An image.
Users	People of your system.
Link single record	A link to one record of another module.	Module, Spaces, Also show in linked record
Link multiple records	Links to several records of another module.	Module, Spaces, Also show in linked record
Lookup	A value read from a linked record.	Two Field to look up pickers
Rollup	One value calculated over many linked records.	Relation, Target field, Function
Formula	A value calculated from the record's other fields.	Formula
AI	A value AI writes from a prompt.	The prompt, Auto-refresh on updates
Button	A button that runs an action on the record.	When clicked, run this action...
Newsletter consent	The date a person agreed to receive newsletters.
Cookies consent	The date a person agreed to cookies.
GDPR consent	The date a person gave GDPR consent.

Pick the strictest type that fits. A Single select accepts only its options, so nobody, person or agent, invents an eleventh status by accident. A price in Money always carries its currency.

Every record also has basic fields that AgentOS fills for you: ID, Space, Status, Labels, Created time, Updated at, Created by user and Remote ID. You cannot change or delete them.

How do I set the options of a select field?

Single select, Multi select and Radio button show Options. For each option:

• Option is the name people see, such as In stock.
• Option identifier (API) is the value your automations and the API use. It stays the same when you rename the option.
• The color dot sets the option's color in the table.

How do I link records across modules?

Use a link field, such as Customer on an order:

1. Add a field of type Link single record or Link multiple records.
2. Under Module, pick the module to link to, such as Customers.
3. Under Spaces, pick the spaces whose records can be linked. Leave it empty for all of them.
4. Switch on Also show in linked record to see the link from the other side too. Each customer then lists its orders.
5. Click Save.

In the table, click the cell to pick the linked records. Your agents follow the links too. Ask "Which customers ordered more than three times this month?", and the agent reads through the links to answer.

How do I show a value from a linked record?

Use Lookup, such as the customer's email on every order:

1. Add a field of type Lookup.
2. In the first Field to look up, pick the link field, such as Customer.
3. In the second Field to look up, pick the field of the linked record to show, such as Email.
4. Click Save.

The lookup always shows the current value. To change it, change the linked record.

How do I sum or count linked records?

Use Rollup, such as the total value of a company's deals:

1. Add a field of type Rollup.
2. Under Relation, pick the link field, such as Deals. Links that other modules make to this one are listed too.
3. Under Target field, pick the field of the linked records to calculate with, such as Value.
4. Under Function, pick how to calculate, such as Sum. Functions that do not fit the target field are greyed out.
5. Click Save.

The value updates by itself when linked records change. Nobody can edit it by hand.

Group	Function	Result
General, any field	Show original	The values from all linked records, in their order.
	Show unique	Each distinct value once.
	Count all	Every linked record, empty ones too.
	Count values	Linked records whose value is filled in.
	Count unique values	Distinct values that are filled in.
	Count empty, Count not empty	Linked records with an empty or a filled value.
	Percent empty, Percent not empty	The same as a share of all linked records.
Numeric	Sum	All values added together.
	Average, Median	The mean or the middle of the filled values.
	Min, Max	The smallest or largest value, or the earliest or latest date.
	Range	Max minus Min. For dates, the number of days.
Date	Earliest date, Latest date	The first or last date.
	Date range	The days between the earliest and the latest date.
Checkbox	Checked, Unchecked	How many linked records have the box checked or not.
	Percent checked, Percent unchecked	The same as a share.

The target can be any field of the linked module except another Rollup, a Formula, a Lookup or a link field.

How do I write a formula?

1. Add a field of type Formula.
2. Build the formula in the editor:
   • Type @ or click New field to insert a field of the record.
   • Type / or click Add function to insert a function.
   • Use +, -, * and / between values.
3. Check that the editor says Formula is valid.
4. Click Save.

The value updates by itself whenever the fields it uses change. Nobody can edit it by hand.

Function	What it gives	Example
SUM, SUBTRACT, MULTIPLY, DIVIDE	Basic arithmetic.	MULTIPLY(2, 3, 4) → 24
ROUND, ROUNDUP, ROUNDDOWN	A number rounded to the given decimals.	ROUND(3.14159, 2) → 3.14
AVERAGE, MIN, MAX	The mean, smallest or largest value.	MAX(1, 5, 3) → 5
IF	One value when a condition holds, another when not.	IF(1 == 1, "yes", "no") → "yes"
SWITCH	The result for the first matching case.	SWITCH("Mid", "High", 3, "Mid", 2, 1) → 2
AND, OR, NOT	Combined conditions.	AND(1 == 1, 2 == 2) → true
ISEMPTY, ISNOTEMPTY	Whether a value is empty.	ISEMPTY("") → true
GREATERTHAN, LESSTHAN, EQUALS	A comparison.	GREATERTHAN(5, 3) → true
CONCAT	Texts joined with a separator.	CONCAT(" ", "John", "Doe") → "John Doe"
UPPER, LOWER, TRIM	Text in capitals, in small letters, or without extra spaces.	UPPER("Boost") → "BOOST"
LEFT, RIGHT, SUBSTRING	Part of a text.	LEFT("Boost", 2) → "Bo"
REPLACE	A text with one part swapped for another.	REPLACE("a-b-c", "-", "_") → "a_b_c"
CONTAINS, STARTSWITH, ENDSWITH	Whether a text includes another.	CONTAINS("Boost.space", "space") → true
TODAY, NOW	Today's date, or the date and time now.	TODAY() → "2026-07-20"
DATEADD, DATESUBTRACT	A date moved by an amount.	DATEADD("2026-01-01", 7, "days") → "2026-01-08 00:00:00"
DATEDIFF	The time between two dates.	DATEDIFF("2026-01-10", "2026-01-01", "days") → 9
WORKDAYS	Working days between two dates.	WORKDAYS("2026-07-13", "2026-07-20") → 5
FORMATDATE	A date as text in your format.	FORMATDATE("2026-01-05", "j.n.Y") → "5.1.2026"
TONUMBER, TOSTRING	A value turned into a number or a text.	TONUMBER("42") → 42
CREATEDBYUSERNAME	The name of who created the record.	CREATEDBYUSERNAME() → "John Doe"

Add function lists them all by group, with a short description of each: mathematical, logical, string, date, array, conversion and record functions.

Some formulas to start from, with Price, Quantity, Stock and Due date as fields you insert with @:

• Line total: ROUND(Price * Quantity, 2)
• Stock label: IF(GREATERTHAN(Stock, 0), "In stock", "Sold out")
• Days left: DATEDIFF(Due date, TODAY(), "days")

What do AI and Button fields do?

• AI writes its value from your prompt and the record's other fields, such as a summary, a category or a translation. See AI features.
• Button shows a button in every record. Under When clicked, run this action..., pick the action it runs, such as sending an email or a webhook. A click runs the action for that record.

What is under Advanced settings?

Setting	What it does
Field description	A short help text shown with the field, so people fill it in correctly.
Field identifier (API)	The field's name for the API, imports and automations. Shown when you edit a field.
Required	The field must be filled in before a record is saved. Not for Formula and Lookup.
Enable multiple field groups	Lets the field belong to more than one field group.
Show in the record description	Adds the field's value to the record's name wherever the record is shown, such as in a link on another record. For text, number, date, website and select fields.

How do I change or delete a field?

Admins open a column's menu in the table and choose Edit field. Change the settings and click Save.

To delete a field, choose Delete field in the column menu, or Delete in the field's settings. Confirm with Yes. The field and its values are gone from every record.

What are field groups?

A field group holds related fields, such as Pricing, Stock or Marketing. Every field belongs to at least one group. A space shows the fields of the groups connected to it, so each space can show only what it needs.

• Create a group. Admins open Settings > Data > the module, and click New field group in Fields. Type the Field group name, pick the Spaces and click Save.
• Connect a group to a space. Open the space's settings and expand Field groups. It shows how many groups are connected and how many are available. See Spaces.
• Put a field in several groups. Switch on Enable multiple field groups in the field's Advanced settings, then pick each group.

A change to a field applies everywhere its group is used.

Which field stops duplicates?

The key field of a space, such as Email for contacts. When data comes in, a record with the same key is updated instead of created again. See Spaces.

Next: Statuses and labels.