Skip to content
English
More support Customer portal
Home
  • There are no suggestions because the search field is empty.

Creating and Managing Custom Fields

Custom fields are created and managed from the Management menu. Only users with admin privileges can create or delete custom fields, but all users can fill in values on documents they have access to.

Opening Custom Fields Management

  1. Click Management in the left sidebar
  2. Select Custom Fields

The list shows all existing custom fields, their data types, and the number of documents where they have a value set.

Creating a New Custom Field

  1. Click + (Add) at the top of the custom fields list
  2. Fill in the details:
  • Field: **Name**
  • Description: The label shown on document cards and in the metadata panel. Choose a clear, concise name: `Invoice Amount`, `Expiry Date`, `PO Number`.


  • Field: **Data type**
  • Description: The kind of value this field stores. See What Are Custom Fields? for a description of each type.

  1. Click Save

The field is immediately available on all documents in your archive. It appears empty on existing documents until you fill it in.

Note: You cannot change the data type of a custom field after it is created. If you need a different type, you must delete the field and recreate it (all stored values will be lost).

Naming Guidelines


  • Prefer: `Invoice Amount`
  • Avoid: `amount`


  • Prefer: `Contract Expiry Date`
  • Avoid: `date2`


  • Prefer: `Internal Ref. No.`
  • Avoid: `ref`


  • Prefer: `Paid`
  • Avoid: `yes or no paid status field`

Short, descriptive names make the metadata panel readable and make filtering intuitive.

Editing a Custom Field

You can rename a custom field at any time:

  1. Click the field name or edit icon in the list
  2. Update the name
  3. Click Save

Renaming updates the label everywhere — on all documents, in filters, and in saved views. The stored values are not affected.

Deleting a Custom Field

  1. Click the delete icon next to the field
  2. Confirm deletion

Warning: Deleting a custom field permanently removes all values stored in that field across every document. This cannot be undone. Before deleting, consider whether any existing values need to be captured elsewhere first.

Reordering Custom Fields

Custom fields appear in the metadata panel in creation order. Currently, the display order follows the order they were created. If you want specific fields to appear first, you may need to plan your field creation order ahead of time.