Overview
FileTrac's Custom Fields and Custom File # settings let administrators extend the standard claim form with organization-specific data fields. Custom Fields add new input fields to the claim record (text, dropdown, date, checkbox, etc.), while Custom File # controls the format and auto-generation rules for your internal file numbering system. Both settings are found in the General Setup column on the Settings page.
Custom Fields
Custom Fields allow you to add data-capture fields to the claim form that are specific to your organization's workflow. Common uses include tracking internal reference numbers, client-specific identifiers, regulatory codes, or any data point that the standard FileTrac claim fields do not cover.
To configure Custom Fields, navigate to Settings → General Setup → Custom Fields. From here you can:
Add a new custom field — Define the field name, field type (text, dropdown, date, checkbox, numeric, etc.), and whether the field is required or optional.
Edit an existing field — Update the field name, type, or requirement status. Changes apply to all claims going forward; existing claim data is preserved.
Set display order — Control the order in which custom fields appear on the claim form.
Configure dropdown options — For dropdown-type custom fields, define the list of selectable values.
Custom Fields appear on the claim record alongside the standard fields. They are also available as filters and columns in certain reports, making them useful for segmenting and analyzing claim data by your organization's own categories.
Custom File #
The Custom File # setting controls how FileTrac generates internal file numbers for new claims. Every claim in FileTrac receives a file number, and this setting lets you define the format, prefix, sequence, and auto-increment behavior.
Navigate to Settings → General Setup → Custom File # to configure:
Prefix — A fixed string prepended to every file number (e.g., a company code or year indicator).
Sequence format — The numeric portion of the file number, including length and starting number.
Auto-increment — Whether file numbers are assigned automatically when a new claim is created, or entered manually by the user.
Consistent file numbering is important for cross-referencing claims with external systems, client communications, and regulatory filings. Set this configuration before onboarding new clients to avoid numbering conflicts.
Tips
Plan your Custom Fields before creating them. Adding fields later is easy, but removing or renaming fields that already have data requires care to avoid losing historical information.
Use dropdown fields instead of free-text fields when the valid values are known and limited — this improves data quality and makes reporting more consistent.
If you use a year-based prefix in your Custom File # format, remember to update it at the start of each calendar or fiscal year, or configure it to include the year automatically.