How to Organize Your Knowledge Base with Custom Fields
Document360 includes a set of built-in article fields, such as SEO title and description. But in many cases, teams need more flexibility, especially when migrating content into Document360 or managing complex documentation workflows.
That’s where custom fields come in. Custom fields allow you to define additional article fields at the article level.
These fields can store a wide range of information, from migration dates to content owners, or anything else your team needs to track.
In this tutorial, you’ll learn how to create custom fields, configure field options, and use them within articles to better organize and manage your content.
Create a Custom Field
To get started:
- Navigate to Settings in your Document360 project
- Expand the Knowledge Base Portal section
- Select Custom Fields
To create, edit, or delete custom fields, you must have editor permissions for the project.
Click Create Custom Field to open the setup window.
Configure the Field
When creating a custom field:
- Enter a clear and descriptive field name
- Select a field type from the dropdown menu
- Configure field-specific options as needed
For example, if you choose Dropdown (Single Select), you can add predefined values that users can choose from.
You can also add:
- Placeholder Text to guide users when entering data
- Help Text to provide additional instructions or context
These options help users understand how the field should be used.
Restrict Editing to API Updates
If you want field values to be updated only through backend systems or integrations:
- Enable the Edit via API Only option
This setting prevents users from modifying field values within the portal and is particularly useful during content migrations where maintaining data consistency is important.
After configuring the field, click Create.
Manage Custom Fields
Once created, the custom field appears in the custom fields list.
You can:
- Reorder fields using drag-and-drop
- Edit existing fields
- Delete fields when no longer required
Each custom field also includes a unique code that can be used when managing field values through the API.
Use Custom Fields in Articles
After setting up custom fields, contributors and editors can use them within articles.
To access them:
- Open an article
- Navigate to Article Settings
- Select More Article Options
- Locate the Custom Fields section
Users can:
- View placeholder guidance using the information icon
- Read help text for additional context
- Add or update custom field values directly within the article
This makes it easy to capture and maintain article-specific metadata.
Benefits of Custom Fields
Custom fields give you the flexibility to extend Document360 beyond standard article properties.
By adding structured, customizable fields to your articles, you can:
- Improve content organization
- Streamline migration projects
- Track additional metadata
- Maintain better control over documentation workflows
With custom fields, you can tailor article management to match your team’s specific requirements.