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Creating custom fields in the Content Library

Overview

Custom fields can be applied to content in the Content Library and projects, 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.

Select the applicable tab for your edition of Responsive.

  • 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). Please contact your account manager, or accountmanagers@responsive.io, if you would like to enable this option.
      • 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.

      For details, click through this walkthrough:

    Applying custom fields in the Content Library

    Apply custom fields to organize your content:

    1. From the Library page, click the Edit edit_icon.png 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.
       

    To apply custom fields in bulk:

    1. Click the checkbox in front of the desired content 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.

      Note: When bulk updating, changes cannot 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.

    Searching with custom fields

    You can use the Advanced Search function to explore the Content Library using the custom fields you created.

    1. From the Library page, click the Filter filter_icon.png icon next to the Search bar at the top of the page to expand it.
    2. Click Add Filter and scroll down to Custom Fields; then click the green Plus plus_icon.png icon to add it. Click the handle and drag it if you want to change the order on the window.

    For more information on the Advanced Search function, see (New UI) Using Advanced Search in the Content Library and Recommendation Engine. 

    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.

    Importing content with custom fields

    Importing Content Library content with custom fields is also an option; they are added as separate columns using the Standard Template import option.

    Note: The custom field needs to be created in the Responsive app prior to importing content using the Standard Template.

    7.png

    When exporting Content Library used history and questions, custom fields are included.

    8.png

    Note: Required fields are not required to be filled out when importing via Advanced Configuration, but they are required when importing via Standard Templates. Users will be notified of the required fields to be completed upon import.

    See Using Responsive's 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.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    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). Please contact your account manager, or accountmanagers@responsive.io, if you would like to enable this option.
      • 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.

      For details, click through the following walkthrough:


    Applying custom fields in the Content Library

    Apply custom fields to organize your content:

    1. From the Library page, click the Edit edit_icon.png 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.
       

    To apply custom fields in bulk:

    1. Click the checkbox in front of the desired Q&A pairs (or click Select All), 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.

      Note: When bulk updating, changes cannot 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.

    Searching with custom fields

    You can use the Advanced Search function to explore the Content Library using the custom fields you created.

    1. From the Content Library main page, click the Filter filter_icon.png icon next to the Search bar at the top of the page to expand it.
    2. Click Add Filter and scroll down to Custom Fields; then click the green Plus plus_icon.png icon to add it. Click the handle and drag it if you want to change the order on the window.

    For more information on the Advanced Search function, see (New UI) Using Advanced Search in the Content Library and Recommendation Engine. 

    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.

    Importing content with custom fields

    Importing Content Library content with custom fields is also an option; they are added as separate columns using the Standard Template import option.

    Note: The custom field needs to be created in the Responsive app prior to importing content using the Standard Template.

    7.png

    When exporting Content Library used history and questions, custom fields are included.

    8.png

    Note: Required fields are not required to be filled out when importing via Advanced Configuration, but they are required when importing via Standard Templates. Users will be notified of the required fields to be completed upon import.

    See Using Responsive's 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.

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