Organize data with columns

Organize data in fields (columns)

Fields are how Stackby captures, structures, and standardizes information in a table. By choosing the right field types and formatting them clearly, data becomes easier to input, search, filter, group and report on. This section shows how to pick field types for common business needs and how to present them so teams can act quickly.

What are fields?

Fields are the columns in a table. Each field has a type that determines the kind of data it holds—like a status, date, owner, file, or long-form note. Good field design prevents errors, keeps data consistent, and makes downstream tasks (like grouping, filtering, and automating) far more reliable.

Best practices:

• Use clear, specific names (e.g., “Due date,” “Priority,” “Owner”).

• Standardize option names and order for select fields (e.g., To do → In progress → Done).

• Keep the primary field human-readable and unique (e.g., “Q3 Launch Landing Page”).

Capturing different data types

Choose field types that match the information being tracked. Below are common scenarios with recommended field types and setup tips.

1. Tag items or track status with single option field

Use a single option field when a record should have exactly one state or label at a time—perfect for stages, status, or ownership category.

• Examples: Status (To do, In progress, Done), Stage (New, Qualified, Won/Lost), Severity (Low, Medium, High).

• Tips:

  • Order options to reflect workflow progression.

  • Use distinct colors to improve scanning.

  • Audit options periodically to remove duplicates or outdated labels.

2. Track key dates with a date field

Date fields let teams schedule, sort, and filter work by timelines.

• Examples: Due date, Start date, Launch date, Renewal date.

• Tips:

  • Enable time if deadlines are time-sensitive.

  • Standardize date formats across tables.

  • Pair with formulas for “Days remaining” or “Overdue” indicators.

3. Check off important items with a checkbox field

Checkbox fields capture simple yes/no states clearly and consistently.

• Examples: Approved, Legal reviewed, NDA signed, Ready to publish.

• Tips:

  • Use checkboxes for binary decisions only.

  • Combine with filters to create “Ready” or “Needs review” views.

4. Store important files or images with attachment

Attachment fields centralize related files so context stays with the work.

• Examples: Briefs, contracts, screenshots, creative assets, invoices.

• Tips:

  • Establish naming conventions for files (Client_Project_Version).

  • Use Gallery/List views when visuals matter (e.g., design assets).

  • Add a “File status” single select to track review or approval.

5. Add important details with long text

Long text fields hold rich context—notes, decisions, meeting summaries, or handoff instructions.

• Examples: Requirements, Acceptance criteria, Meeting notes, Post-mortem.

• Tips:

  • Use consistent headings or templates in long text (e.g., “Context / Decision / Next Steps”).

  • Pair with Collaborator and Date fields for clear accountability and timelines.