Creating and Managing Custom Fields – Onna Help Center

In this article you will learn:

What is a Custom Field?
How to Add Custom Fields
How to Manage Custom Fields

What is a Custom Field?

Onna admins have the ability to add custom fields. Custom fields can be added to workspaces and/or files to keep your data organized. Custom Fields are different from the tags in Onna as custom fields are rigid fields that associate a value to a field and are configured to files within a workspace.

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How to Add Custom Fields

To create a new custom field in Onna follow the steps below:

Step 1:

From the main menu select ‘Custom Fields’

Step 2:

Once you’re on the ‘Custom fields’ page you will see a list of all your current custom fields. You will find the following details:

a. The name of the custom field

b. The type of custom field

c. The options available for the custom field (if applicable)

d. How many times that custom field has been used across the workspaces and files in your site.

At the top of the page there is also an option to Propagate custom fields associated with a workspace to the files within that workspace automatically (e). By default this feature is not turned on. To enable it, toggle to ‘Yes’.

Step 3:

To add a new custom field scroll to the bottom of your list of current custom fields and click on ‘+Create new custom field’

You will now have multiple options for types of custom fields. See below:

Option 1: Text/Long Text

These types of custom fields allow for the user to type one or multiple lines (Long text) of text into the field. To create:

a. Name your custom field

b. Select either ‘Text’ or ‘Long text’ from the ‘Type’ dropdown

c. (Optional) Mark as a required field

d. (Optional) Add a description of the field

e. Click the blue ‘Add’ button

Option 2: Number

This type of custom field allows the user to enter a specific number into the field. While you must require a minimum value, you don’t need to have a maximum value for this field to create it. To create:

a. Name your custom field

b. Select ‘Number’ from the ‘Type’ dropdown

c. (Optional) Mark as a required field

d. (Optional) Add a description of the field

e. Set a minimum value

f. (Optional) Set a maximum value

g. Click the blue ‘Add’ button

Option 3: Dropdown

This type of custom field allows the user to make a selection from a set of options created by the admin. To create:

a. Name your custom field

b. Select ‘Dropdown’ from the ‘Type’ dropdown

c. (Optional) Mark as a required field

d. Add options for the choices in your drop down

e. Click the blue ‘Add’ button

Option 4: Free Tags

This type of field may be used to add the option of free tagging only to certain workspaces or files if you don’t want to have free tagging universally available throughout the workspaces and files in your site. However, the field functions like the tagging feature in Onna. To create:

a. Name your custom field

b. Select either ‘Free tag’ from the ‘Type’ dropdown

c. (Optional) Mark as a required field

d. (Optional) Add a description of the field

e. Click the blue ‘Add’ button

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How to Manage Custom Fields

There are three ways you can manage your custom fields: edit, disable, or delete.

Editing the field will allow you to change any part of the custom field including the name, description, type, or whether it is required or not.
Disabling the field will prevent users from adding the field to workspaces or files, while keeping the editing data that was entered into the field attached to the workspace or file.
Deleting the field will delete the field entirely from the platform and is only an option if the custom field has a Usage of 0 in your site.

Admins are allowed to 100 custom fields at any time. If a custom field is not being used in any workspace or file in Onna you can delete it. However, if a custom field has been used, you will not be able to delete it from Onna, but you can disable it so it can no longer be used. For more information see How to Manage Custom Fields (below).

To manage your custom fields, follow the steps below:

Step 1:

From the ‘Custom fields’ page, navigate to the custom field you’d like to manage and click on the ellipsis to the right side of that custom field row.