> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vodex.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# ✅ Custom Fields Best Practices

> Learn the essential rules and best practices for using custom fields effectively in your AI prompts

<Info>
  **What you'll learn:** Essential rules, naming conventions, and best practices to make your custom fields work perfectly every time.
</Info>

## The Golden Rules of Custom Fields

### **Rule 1: No Spaces Ever** 🚨

This is the most important rule: **Custom field names cannot contain spaces**.

| ✅ **Correct**     | ❌ **Wrong**        | What Happens     |
| ----------------- | ------------------ | ---------------- |
| `{FirstName}`     | `{First Name}`     | ❌ System error   |
| `{AccountNumber}` | `{Account Number}` | ❌ Data not found |
| `{PaymentAmount}` | `{Payment Amount}` | ❌ Field fails    |

### **Rule 2: Use Underscores for Multiple Words**

When you need multiple words, connect them with underscores:

```
{Account_Number}     ✅ Correct
{Payment_Amount}     ✅ Correct
{Appointment_Date}   ✅ Correct
{Doctor_Name}        ✅ Correct
```

### **Rule 3: Be Consistent with Naming**

Choose a naming style and stick to it throughout your system:

**PascalCase  (Recommended)**

```
{FirstName}
{AccountNumber}
{PaymentAmount}
```

<Warning>
  **Important:** Pick this style and use it consistently. Don't mix different naming conventions in the same system.
</Warning>

## Field Naming Guidelines

### **✅ Good Field Names**

* **Clear and descriptive:** `{AccountNumber}` instead of `{Acc}`
* **Consistent format:** All fields follow the same pattern
* **Easy to understand:** `{PaymentAmount}` instead of `{PayAmt}`
* **Professional:** `{CustomerName}` instead of `{CustName}`

### **❌ Avoid These Naming Patterns**

* **Abbreviations:** `{AccNum}` (unclear)
* **Mixed formats:** `{FirstName}` and `{last_name}` (inconsistent)
* **Too long:** `{CustomerAccountPaymentAmountDueDate}` (confusing)
* **Special characters:** `{Account#}` or `{Amount$}` (causes errors)

## Common Custom Field Categories

### **Personal Information Fields**

| Field Name    | Purpose            | Example           |
| ------------- | ------------------ | ----------------- |
| `{FirstName}` | User's first name  | "Hello John"      |
| `{LastName}`  | User's last name   | "Mr. Smith"       |
| `{FullName}`  | Complete name      | "John Smith"      |
| `{Title}`     | Professional title | "Dr. Smith"       |
| `{Company}`   | Company name       | "ABC Corporation" |

### **Contact Information Fields**

| Field Name       | Purpose          | Example                                   |
| ---------------- | ---------------- | ----------------------------------------- |
| `{PhoneNumber}`  | Contact phone    | "555-123-4567"                            |
| `{EmailAddress}` | Email address    | "[john@email.com](mailto:john@email.com)" |
| `{Address}`      | Physical address | "123 Main St"                             |
| `{City}`         | City name        | "New York"                                |
| `{State}`        | State/province   | "NY"                                      |
| `{ZipCode}`      | Postal code      | "10001"                                   |

### **Account and Financial Fields**

| Field Name        | Purpose             | Example             |
| ----------------- | ------------------- | ------------------- |
| `{AccountNumber}` | Account identifier  | "ACC12345"          |
| `{AccountType}`   | Type of account     | "Savings"           |
| `{Balance}`       | Current balance     | "\$1,250.00"        |
| `{AmountDue}`     | Outstanding amount  | "\$500.00"          |
| `{DueDate}`       | Payment deadline    | "March 30, 2024"    |
| `{LastPayment}`   | Last payment amount | "\$200.00"          |
| `{PaymentDate}`   | Last payment date   | "February 15, 2024" |

### **Time and Date Fields**

| Field Name          | Purpose          | Example                    |
| ------------------- | ---------------- | -------------------------- |
| `{today}`           | Current date     | "March 15, 2024"           |
| `{time_zone}`       | User's time zone | "+05:30" or "Asia/Kolkata" |
| `{AppointmentDate}` | Scheduled date   | "March 20, 2024"           |
| `{AppointmentTime}` | Scheduled time   | "3:00 PM"                  |

### **Product and Service Fields**

| Field Name       | Purpose              | Example             |
| ---------------- | -------------------- | ------------------- |
| `{ProductName}`  | Product name         | "Premium Plan"      |
| `{ServiceType}`  | Service category     | "Technical Support" |
| `{OrderNumber}`  | Order identifier     | "ORD789"            |
| `{OrderDate}`    | Order placement date | "March 10, 2024"    |
| `{ProductPrice}` | Product cost         | "\$99.99"           |

## Advanced Custom Field Techniques

### **Combining Multiple Fields**

You can use multiple custom fields in the same sentence for rich, personalized conversations:

```
"Hello {FirstName}, I can see you have an outstanding balance of {AmountDue} 
on account {AccountNumber} that was due on {DueDate}. Based on your 
payment history, I'd like to discuss a payment plan that works for you."
```

### **Conditional Custom Fields**

Some systems support conditional logic with custom fields:

```
"Hello {FirstName}, your account {AccountNumber} shows a balance of {Balance}. 
{IfBalancePositive: Since you have a credit, you're all set!} 
{IfBalanceNegative: You have an outstanding amount of {AmountDue} due by {DueDate}.}"
```

<Info>
  **Note:** Conditional custom fields require advanced system support. Check with your platform provider for availability.
</Info>

## Testing Your Custom Fields

### **Before Going Live**

1. **Test with sample data** - Use real user information to verify fields populate correctly
2. **Check field names** - Ensure no spaces or special characters
3. **Verify data accuracy** - Confirm the right information appears in the right places
4. **Test conversation flow** - Make sure the personalized message sounds natural

### **Common Testing Scenarios**

| Test Case            | What to Check               | Expected Result                    |
| -------------------- | --------------------------- | ---------------------------------- |
| **Basic fields**     | `{FirstName}`, `{LastName}` | Names appear correctly             |
| **Financial fields** | `{AmountDue}`, `{DueDate}`  | Numbers and dates format properly  |
| **Time fields**      | `{today}`,`{time_zone}`     | Current date displays              |
| **Empty fields**     | Missing data                | Graceful handling or fallback text |

## Troubleshooting Common Issues

### **Problem: Field Not Populating**

**Possible Causes:**

* Field name has spaces
* Field name doesn't match database
* Data is missing for that user
* System configuration error

**Solutions:**

1. Check for spaces in field name
2. Verify field name matches exactly
3. Confirm data exists in database
4. Check system configuration

### **Problem: Wrong Data Appearing**

**Possible Causes:**

* Field name too similar to another field
* Database mapping error
* Data corruption

**Solutions:**

1. Use unique, descriptive field names
2. Verify database field mapping
3. Check data integrity

### **Problem: Field Causes Error**

**Possible Causes:**

* Invalid characters in field name
* System doesn't recognize field
* Syntax error in prompt

**Solutions:**

1. Remove special characters
2. Use only letters, numbers, and underscores
3. Check prompt syntax

## Best Practices Checklist

Use this checklist to ensure your custom fields work perfectly:

* [ ] **Field names have no spaces** - Use underscores instead
* [ ] **Naming is consistent** - Same format throughout system
* [ ] **Names are descriptive** - Clear what each field contains
* [ ] **Testing completed** - Verified with real data
* [ ] **Error handling** - Graceful fallbacks for missing data
* [ ] **Documentation updated** - Team knows how to use fields
* [ ] **Backup plan** - What happens if fields fail

## Performance Considerations

### **Field Loading Speed**

* **Keep field names short** - Long names can slow processing
* **Limit field count** - Too many fields may impact performance
* **Cache frequently used data** - Reduce database lookups

### **Data Accuracy**

* **Real-time updates** - Ensure data is current
* **Validation rules** - Check data quality before using
* **Fallback values** - Provide defaults for missing data

## Security and Privacy

### **Data Protection**

* **Sensitive information** - Don't include passwords or SSNs in custom fields
* **Access control** - Limit who can see custom field data
* **Audit logging** - Track when custom fields are used

### **Compliance**

* **GDPR considerations** - Ensure user consent for personal data
* **Industry regulations** - Follow financial, healthcare, or other specific rules
* **Data retention** - Know how long to keep custom field data

## Next Steps

Now that you understand custom field best practices:

1. **Review your current fields** - Apply these best practices to existing custom fields
2. **Plan new implementations** - Use proper naming conventions from the start
3. **Test thoroughly** - Verify everything works before going live
4. **Train your team** - Ensure everyone follows the same standards
5. **Monitor performance** - Watch for any issues and optimize as needed

<Check>
  **Ready to implement custom fields correctly?** Following these best practices will ensure your custom fields work reliably, efficiently, and professionally. Start implementing them today to create more engaging and personalized AI conversations.
</Check>

***

**Need the basics?** Check out our [Custom Fields Introduction](/custom-fields/introduction) to understand the fundamentals before diving into these best practices.