Custom fields

Custom fields let you attach additional structured data 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 let you define your own fields and capture information specific to your documentation workflow.

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 are created at the project level and then configured per article.

Custom fields help teams organise content more effectively, maintain consistent data across articles, and support integrations that require structured metadata from the knowledge base.

When to use custom fields

• Your team needs to track metadata not covered by Document360's default fields, for example a product version number or a compliance review date.
• You want to enforce consistent data entry across all articles in a project.
• You are integrating Document360 with an external system that requires structured fields from your knowledge base.
• You want certain field values to be managed exclusively via the API, keeping them read-only in the portal.

Access custom fields

1. Navigate to Settings () > Knowledge base portal in the left navigation bar.
2. Select Custom fields in the left navigation pane.

The Custom fields page displays a grid of all existing custom fields, including the field name and field type.

Create a custom field

1. On the Custom fields page, click Create custom field.
2. In the Create custom field dialog, configure the following:

3. Click Create.

Once created, the field appears in the grid and becomes available in article settings.

Field types

Manage custom fields

Navigate to Settings () > Knowledge base portal > Custom fields and hover over a field to reveal the available actions.

• Edit: Click the Edit () icon. Update the field details and click Update. Changes apply to all articles where the field is used.
• Copy unique code: Click the More () icon and select Copy unique code. This copies the field's unique identifier for use in API calls.
• Delete: Click the More () icon and select Delete, or select the checkbox next to the field and click Delete Selected from the toolbar. Type YES in the confirmation dialog and click Delete to confirm.

Configure custom fields in an article

Once a custom field is created, contributors can set values for it in article settings.

1. Open the article in the knowledge base portal.
2. Click 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.

Team auditing

All custom field actions are captured in Team auditing, including creating, updating, and deleting fields, as well as updating field values within articles. Navigate to Settings () > Knowledge base portal > Team auditing to view the activity log. Learn about Team auditing →

Best practices

• Plan your fields before creating them. Field type cannot be changed after creation. Decide upfront whether a field needs to be text, dropdown, date, or another type.
• Use Help text generously. Contributors see the help text as a tooltip in article settings. A brief description of what to enter, for example "Enter the product version in X.X.X format", prevents inconsistent data entry.
• Use Edit via API only for system-managed fields. If a field is populated by an external integration or script, enable Edit via API only to prevent manual overrides in the portal.
• Clean up unused fields. Unused custom fields add noise to article settings. Delete fields that are no longer needed to keep the article settings panel clean.

FAQ