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.

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.

4. Click Create.

Once created, the Custom fields appear in the grid and becomes available in article settings.

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

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

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.

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 helps track who made changes and when.