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Managing Custom Fields

Custom Fields (metadata, tags) let you capture unique data about your content that is specific to your company’s needs. This data allows you to filter, find and run reports on content and initiatives as well as support your production process by capturing key data needed to complete production tasks. Examples: Product Line or Video Script Text.

Custom Fields are used on both content and initiative types.

Custom Field Overview

To add, remove, or adjust custom fields, you'll navigate to the custom fields section by selecting the Custom Field tab under the Settings gear on the side navigation bar. From there you will see a list view of all existing Custom Fields in alphabetical order.  There are a couple of visual indicators that will help you manage custom fields:

  • The icon on the left of each row in the list shows the type of each Custom Field. Hover over the icon for the name of the type.
  • Each row shows the number of content and initiatives types using the Custom Field.
  • To see the specific content and initiative types using a custom field, click on the number of types.

Some actions are also available

  • To edit a custom field click the pencil icon.
  • To duplicate a field click the duplicate icon. 
  • To delete a custom field click the trashcan icon.

Steps to add a Custom Field

  1. Navigate to the Custom Field tab under the settings wheel on the left navigation bar
  2. Click the Add Custom Field button at the top to add a new field. If you'd like to copy an existing field click the duplicate icon
  3. Add a display name for your field.  The display name of the custom field appears on content asset below the body of content.
  4. Leave the field name as is unless using it for an integration.  More information is available below if you are connecting to Wordpress.
  5. Choose a field type.                                                          
    1. Text (Open text field, option for HTML box, Option for default text)
    2. Dropdown (Select one value from pick list)
    3. Date (Calendar date and time. Note: Only workflow task dates will display on the editorial calendar. Custom Field dates do not.)
    4. Image (Image upload - one image at a time)
    5. Multiple Select (Select one or more values from a pick list)
    6. File (File upload - one file at a time)
  6. Add default text if necessary
  7. Add field values if necessary by clicking +New Value as many times as you need.  This will be an option for dropdown and multi select fields. Note: To create multiple values at once, you may enter or paste a list of values separated by a carriage return. Each line will be made into a new value. 
  8. For Text fields you may choose multiline text, which allows the field to expand to contain many lines of text.  For text fields you may also choose HTML, which allows the field to support HTML tags
  9. Don't forget to select the correct field options for all multi select and dropdown fields if necessary. Selecting these options will allow you to use the Custom Field to find, filter, and report on the data. Options include:
    1. Only viewable by Editors and Admins restricts the field so that only Editors and Admins can see the field in the content assets or catalogs.
    2. Mandatory for new submissions adds a *red asterisk to a field name to help Kapost users recognize the mandatory custom fields. A popup window will appear warning the user if the mandatory field is not filled out before publishing.
    3. Display in Studio Preview and Gallery determines if a custom field and its value will display in the Preview Pane as well as be available in the gallery as a custom filter.
    4. Show this field as a filter for catalog and calendar pages determines if the custom field name will be made available in the menu under the column selector icon in the content or initiative catalogs as well as custom reports. *Select for all multi-select and dropdown fields if you'd like to be able to filter by them throughout the system. 
    5. Show this field as a column option for catalogs and custom reports
    6. Location: Leave the default setting of Main area of content page. The only time you would switch the location to "use with gallery images" is if the field should be included as metadata for a CMS gallery.
  10. Click Save                       

 

Steps to edit a Custom Field

  1. Navigate to the Custom Field tab under the settings wheel on the left navigation bar
  2. Click the pencil icon to edit an existing field
  3. Edit the information that needs changing
  4. Click Save

Steps to add field values to multi select or dropdown custom fields

  1. Choose an existing field or follow the process to add a new field.
  2. Values are associated with multi select or dropdown custom field types
  3. Click on add new value
  4. Type the title of the value and click add
  5. Drag and drop to reorder

*To add multiple values at once select New Value then separate each value with a line.(See below) When you click add, Kapost will ask you if you would like to add multiple values. Click create.

To edit a value, click the edit icon next to the value and make any needed changes. When you click save all assets will be updated with the new value. 

To delete a value, click the trashcan icon and confirm.

Assign Custom Fields to Content Types

Once you create your custom fields, don't forget to assign them to content types so that users can begin tagging. For a custom field to display on a content asset, it must be assigned to that asset's content type in settings. 

To add a custom field to a content type:

1.  Select 'Content Types' from under the settings menu on the left navigation menu.

2. Choose the appropriate content type from the dropdown menu.

3. Select the desired custom fields from the dropdown menu labeled "Add a custom field'.

Drag and drop custom fields to re-order. Click the X to remove the custom field from that particular content type. Removing a custom field will not delete it from the custom field repository. 

 

If Syncing To A Destination

If you would like to add custom fields that corresponds with custom fields in a CMS, such as Featured Image then Field Name becomes important.

The field name must exactly match the correct data in your destination to sync - this is something the system admin for the corresponding destination can help with. In the example,  the field name would be kapost_youtube_description for the description to be pushed to YouTube when the video is published. See below:

Here is an article on How to Sync Wordpress fields

 

Tips for Getting the Most out of Custom Fields

  • Only add the Custom Fields you absolutely need. Too many Custom Fields can overwhelm your users into not tagging.  Make sure all fields are relevant.
  • Multi-select and dropdown (Single select) field types are encouraged as you will be able to filter and report by them throughout the system.
  • Do an audit of your fields every 6 months to make sure they are being used
  • Custom Fields are only valuable if they are assigned to the correct content and initiative types. Use the Custom Field settings page to make sure all Custom Fields are assigned to the appropriate content and initiative types Custom_fields_pic.png
  • Reorder field values by dragging and dropping. Make sure you add the field values in alphabetical order if that is how you wish them to display
  • Do not use a catch all value. (i.e. All) Filtering, finding and running reports on this data will depend on users selecting all of the values rather than an All value. 
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