Creating and managing Custom Fields

Custom fields allow you to add additional searchable metadata free text fields to your files that consider to be outide of the File Name and Description fields. Custom fields can contain a single line of text, a full paragraph of text, or clickable links.

Should I use a Tag Category, Custom Field, or both?

Tag Categories and Custom Fields both add searchable metadata to your files, but the main difference is that Tag Categories are also filterable in your workspace filters and Custom Fields are not.

Use Tag Categories if your individual terms will be one or two words; this is best for tags and filters. Use Custom Fields if you want to add a clickable link, additional paragraph text, or a phrase.

To create or access your Custom Fields, click your user icon in the bottom-left corner of your workspace, then go to Settings.

From your settings area, toggle open the Files & Collections section and select Custom Fields.

By default, your workspace will not have any Custom Fields, but you can create as many as you need based on your business needs. For example, a wholesale plant business might want to add a Style Number, a Website Link, or a Usage Rights Notice.

To add a new Custom Field, click the + Custom Field button at the top right of the page.

Give your Custom Field a name such as Style Number and select the Custom Field type. The available options are: One line text, Long text, or Link.

Adding Custom Fields will help you get the right information to your users. If you have many contributors or external partners in your workspace, you may want to require that they fill in certain Custom Fields when they upload files.

To make a Custom Field required, toggle on the Required toggle from within the Custom Field and click save.

All users will now be required to fill in this Custom Field when editing a previously uploaded file or adding a new file.

By default, when you create an external share link, metadata fields are not visible to non-workspace users. This protects your potentially sensitive data and tags from being visible to those who shouldn't see them. However, if you want Custom Fields to be visible to anyone you've shared links with, you can make that Custom Field visible on share links.

From within a Custom field, toggle on the Show on share pages toggle and click save. All share links will now show this custom field data.

You can further restrict what users in your workspace can do with Custom Fields by clicking on the Settings tab within any Custom Field you have created. You can restrict the following:

By default, Admin and Manager roles can see, add, and edit any Custom Field.

To adjust these settings, click on the Settings tab from within a Custom Field.

You will see a list of user roles in your workspace under the See this Custom Field section AND under the Edit Content of this Custom Field. Learn how to make Custom Roles here.

Toggle on or off any role that should be able to see or add content.

Please note: A user role MUST have access to see a Custom Field in order to add content to it.

If you want to map metadata from your files to your new Custom Fields, please reach out to us through your in-workspace chat to determine which fields should be mapped where.

Custom Fields can be seen and editied on the single file view and will appear in your upload modal.