--- title: "Custom fields" slug: "custom-fields" updated: 2026-03-28T09:30:03Z published: 2026-03-28T09:30:03Z --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.document360.com/llms.txt > Use this file to discover all available pages before exploring further. # Custom fields Custom fields allow you to attach additional structured fields to articles, page categories, decision trees, and API documentation. Instead of relying only on default metadata such as tags, SEO title, or description, custom fields enable users with appropriate permissions to define their own fields and capture information that is specific to their documentation. For example, a product documentation team may want to add fields such as Product version, Feature owner, Release status, or Content review date. These fields can be created at the project level and then configured at the article level. Custom fields help teams organize content more effectively, maintain consistent data across articles, and support integrations that require structured information from the knowledge base. --- ### Accessing the custom fields settings To access the custom fields, 1. Navigate to **Settings** (**) > **Knowledge base portal** in the left navigation bar. 2. In the left navigation pane, navigate to **Custom fields**. ![Custom fields management interface displaying various field types and creation options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/custom%20fields.png) The **Custom fields** page displays a grid containing all existing custom fields, including the field name and field type. --- ### Creating a custom field To create a new custom field: 1. Navigate to **Settings** (**) >******Knowledge base portal** >**Custom fields**. 2. Click **Create********Custom field**. 3. In the **Create custom field** dialog, configure the following details: - **Field name** Enter a unique name for the custom field. This name identifies the field across the project. - The field name is mandatory and must be unique - Supports up to 30 characters - No restrictions on special characters or spaces - **Field type** Select the type of data that the field should store. Supported field types include: - Text (maximum 30 characters) - Text area (maximum 150 characters) - Dropdown (single select) (maximum 30 characters per option) - Dropdown (multi select) (maximum 30 characters per option) - Date - Boolean - Number - **Placeholder text (optional)** Add placeholder content that appears in the field before a value is entered. - **Help text (optional)** Provide additional guidance for contributors. This appears as a tooltip next to the field in article settings. - **Edit via API only** Enable this option to make the field read-only within the portal. When enabled, field values can only be updated through the API. 1. Click **Create**. ![Creating a custom field for author details in a document management system.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/create%20custom%20field.png) Once created, the **Custom fields** appear in the grid and becomes available in article settings. > [!NOTE] > NOTE > > The field type cannot be changed after the custom field is created. If a different field type is required, delete the existing field and create a new one. --- ### Managing custom fields Editors with required permissions can edit or delete custom fields from the**Custom fields**module. #### Editing a custom field 1. Navigate to **Settings** (**) >******Knowledge base portal** >**Custom fields**. 2. Locate the custom field you want to modify. 3. Click **Edit**(**). 4. Update the field details. 5. Click **Update**. Changes made to a custom field will apply to all articles where the field is used. > [!NOTE] > NOTE > > **Permissions:** > > Users with Editor permissions can create, edit, and delete custom fields. For custom roles, the **Custom Fields** permission must be enabled to manage field configurations. > > To update custom field values within article settings, users must have the **Article / Decision Tree Settings** permission. > > Contributors can update custom field values within article settings, unless the field is configured as **Edit via API only**. --- #### Deleting a custom field 1. Navigate to **Settings** (**)****>******Knowledge base portal** >**Custom fields**. 2. Locate the custom field you want to remove. 3. Using the **More** (**) icon next to the custom field, click **Delete**. 4. Enter “YES” in the delete confirmation dialog to proceed. 5. Click **Delete** to confirm. > [!NOTE] > NOTE > > Deleting a custom field permanently removes its values from all associated articles. Deleted fields cannot be restored. --- ### Configuring custom fields in articles Once a **Custom fields** is created, contributors can configure values for it within article settings. To update custom field values: 1. Open the desired article in the documentation editor. 2. Click on the **More**(**) icon in the article header and select **More article options**. 3. In the **Article settings** panel, locate the **Custom fields** section. 4. Enter or select the appropriate value for each field. 5. Click **Save**. ![Article settings in Document360, highlighting custom fields and additional options for articles.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Custom%20fields%20in%20article%20settings.png) > [!NOTE] > NOTE > > Custom field values are stored for the latest published version of an article and are not version-specific. --- #### Team auditing 1. Navigate to **Settings** (**) > ****Knowledge base portal**** in the left navigation bar. 2. In the left navigation pane, navigate to **Team auditing**. The activity log displays data for all users, including the event, who performed it, and the date and time. 3. Audit logs capture actions such as: - Creating a custom field - Updating a custom field - Deleting a custom field - Updating custom field values in articles [Team auditing](/help/docs/team-auditing) helps track who made changes and when. --- ### FAQ #### Can I change the field type after creating a custom field? No. The field type cannot be modified after a custom field is created. If a different field type is required, delete the existing field and create a new one. #### What happens when a custom field is deleted? Deleting a custom field permanently removes it from the project. Any values associated with that field will also be removed from all articles where it was used. Deleted custom fields cannot be restored. #### What does the “Edit via API only” option do? When Edit via API only is enabled, contributors cannot modify the field value from the portal. The field becomes read-only in article settings and can only be updated through the API. #### Are custom field values stored per article version? No. Custom field values are stored for the latest published version of an article and are not version specific.