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Explore Custom Fields

Custom fields help organize and track your content with status, rating, usage rights and much more

Brian Nana-Sinkam avatar
Written by Brian Nana-Sinkam
Updated over a week ago

Who can view custom fields?โ€‹

๐Ÿ‘จโ€๐Ÿ‘ฉโ€๐Ÿ‘งโ€๐Ÿ‘ฆ Supported on any Air plan

โœ๏ธ Anyone who has view access to the workspace, library, or board

๐Ÿ—บ๏ธ Anyone that visits a board share link with showing custom fields enabled

Ever need to track the status of a photo or video through your team's editing and review process? What about culling down an entire photoshoot to only the best content? Managing usage rights on content created by collaborators or affiliates. Custom fields are an essential tool for organizing and sorting information in Air. With custom fields, users can add additional information to any asset, file or board in Air, making it easier to track assets, set usage rights, assign asset owners, mark asset expiration dates, and arrange social media post dates.

Custom fields in Air offer several key features, including:

  • Non-Contextual: Custom fields are universal across every instance of an asset within the workspace, so any changes to an assetโ€™s custom field will be reflected in the library and all board/sub-board they are in. The only exception to this rule is when duplicating a board, board custom fields will NOT be duplicated.

  • Search & Filter: Custom fields could be searched and filtered, making it easier to find the information you need quickly.

  • Fixed Field Type: Once a custom field is created, the field type could not be changed. This ensures that the data remains consistent.

  • Field Types: There are several field types to choose from, including single-select, multi-select, plain-text (with hyperlink capabilities), and date.

Custom fields give you the power to visually categorize your content by, well...anything! Status, rating, usage rights, and assignee are the default custom fields on each workspace, but they can be customized to fit your needs.

  • Single-select field types are for single values that can be assigned to an asset. Only single-select values can be displayed in a column on our Kanban view.

  • Multi-select field types are useful when an item can have multiple values, eg. "Social media platform."

  • Plain-text field types assign a free text block for more descriptive data.

  • Date field types are used for storing time-based information like "Due date" or "Expiration date"

Note that only members with Admin permissions can create/delete custom fields.

From search filter

Multi-select and single-select custom fields can be part of your searches on Air. Filter content across your entire workspace when you activate a custom field. The entries can also have added logic applied to "contain one of...", "contains", and "does not contain".

Take your filtered workspace content a step further and save it so that it's easily accessible in the future and always up-to-date. No more hunting and pecking for every Approved asset, custom fields can be leveraged to bring the right content to you with a click.

From content collection form edit modal

Content collection form creators can add options for requested information using custom fields. These fields can be marked as "Optional" or "Required." If a field is marked as required, the user is only able to submit an upload once it is filled.

From workspace settings > fields

The custom fields manager allows you to get started creating all the custom fields you need within your workspace. Use the blue button on the top right of the Fields tab to create your first custom field.

Create / Edit

  • Field title - The name of your custom field

  • Field type - The type of custom field

  • Description - A summary of what the field is and how / when it should be used

  • Options - The entries your content can have applied in the context of this field

Each custom field available in your workspace will be listed. Admins can make edits freely to the fields in the workspace.

From board details

Add and edit custom fields on board or workspace views within the ellipsis menu next to the board name.

From views

Gallery + kanban view

You can expose custom fields while viewing assets in gallery and kanban view. This change allows you to see your applied custom fields on your item thumbnails. Customize easily and hide the fields you don't need to see depending on what you're working on.

Table view

Exposing custom fields on table view allows you to get visibility to custom field entries applied to your content. Customize easily and hide the fields you don't need to see depending on what you're working on.

From asset preview

Custom fields that have been applied to an asset or file will show in the preview header on the top left corner of your browser window.

Custom field tab

The custom field tab appears along the right side of the browser window and looks like two rectangles stacked horizontally. Accessing the tab gives a view of all custom fields available within the workspace. With proper user permissions, you are also able to modify the entries and/or edit the custom field. Admins are also able to add totally new custom fields from here. No need to navigate all the way back over to workspace settings if you get bit by the metadata bug during an organizing session.

From share links

You can now expose custom fields and allow public URL visitors to edit them on public boards. This allows workspace members to receive feedback, ratings, and other context from external parties through custom fields. Users can quickly create a free account to edit custom fields values.

From library settings (Enterprise only)

Set the visibility of custom fields for all content in your library. A custom field that isn't relevant for your library can be hidden making for a cleaner and more functional space for you, your team, and your assets.

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