Creating custom fields in the Content Library

Overview

Custom fields can be applied to content in the Content Library and give you the flexibility to organize your content on a more granular level tailored to your organization. Using custom fields in conjunction with other search criteria allows you to better target the content you're specifically looking for within the Content Library and Recommendation Engine.

See Adding custom fields to projects for information on how to add custom fields to projects.

Setting up custom fields in the Content Library

1. Go to Organization Settings > Content Library > Custom Fields, then click Create New.
2. Select the options for your custom field:
   Note: Available options vary based on the type of field you are creating.
   • Category: Select the radio button that corresponds with where you would like your custom field to appear (Q/A Pairs, Documents, Sections, Catalogs, or All).
   • Display Name: Enter a name for the custom field you are creating.
   • Group Name: Enter a name that indicates where your custom field will be displayed when editing content.
     Note: You have the option of creating a new group name, or using existing group names (Privacy, Usage & Review, Metadata, or Question & Answer).
   • Type: Select the type of custom field you want to create:
     • Text Box (Simple Text)
     • Text Area (Rich Text with formatting capabilities)
     • Drop-down
     • Radio
     • Checkbox
     • Select User
     • Multi Select Dropdown
     • Date
     • Auto Incremental (numerical value assigned to Q&A pairs)
   • Prefix and Suffix: Use these options to add text before or after the custom field.
   • Help Text: Any text written here creates help text that appears when users hover over the Help icon on the custom field, and helps explain to users what they need to know about the field.
   • Searchable: Allows the custom field to appear in searches within the Content Library (recommended).
   • Required: Makes it so a new content cannot be added without the field being completed (this does not affect any existing content within the Content Library, unless the content is edited). Contact the Customer Success Team, or customersuccess@responsive.io, to enable this feature.
   • Facet: Allows the custom field to appear as a filter option in the Content Library (unless the custom field is a text box or text area).
   • Values: Allows the custom field to appear when the field is a list-type (such as a dropdown or checkbox).
   • Enable: Turn the toggle on (green) to enable the custom field in the Content Library; turn the toggle off (gray) to hide it.
3. Click Add.

Click through the following video for a brief overview:

Applying custom fields in the Content Library

1. From the Library page, click the Edit icon next to the item you want to apply the custom field to.
2. Scroll down to the Custom Field section and select the option you want to apply, then click Save.
   

Applying custom fields in bulk

Note: When bulk updating, the changes can't be implemented if the content is in moderation, pending review, or the change(s) will result in an empty required field; an error message will appear.

1. Check the box in front of the content you want to apply custom fields to, or click Select All (from their respective tabs), then click More > Other Bulk Options.
2. Scroll down to the Custom Field section and select the option you want to apply, then click Update.
   

Performing an advanced search based on custom fields

1. From the Library page, click the Filter next to the Search bar at the top of the page to expand it.
2. Click Add Filter, then scroll down to Custom Fields and click Add next to the one you want to add.
   Note: You can click and drag the handle to change the order on the window.
   

See Using the advanced search in the Content Library and Recommendation Engine for more information.

Using custom fields to improve Auto-Respond

Auto-Respond can be applied to questions with specific custom fields within a section. This allows you to apply answers on a more granular level.

You can also compare and merge contents based on the custom fields.

See Using the Auto-Respond Feature and the Using Auto-Respond Academy course for more information.

Click through the following video for a brief overview:

Importing content with custom fields

You can import Content Library content with custom fields; they are added as separate columns using the Standard Template import option and are included when exporting the Content Library used history and questions.

• The custom field needs to be present in Responsive prior to importing content using the standard template.
• Required fields are required when importing via Standard Templates but not when importing via Advanced Configuration. Users will be notified of the required fields that need to be completed upon import.

See Using a Responsive standard template to import content for more information on how to import content linked with custom fields.

Reporting with custom fields

Content Library reports include custom fields.