What is a Custom Field?
Custom Fields/custom tags are rigid fields that only Onna admins can apply to workspaces and/or files. This feature is exclusive for Onna Enterprise.
Managing custom fields
Onna admins now have the ability to add custom fields. Custom fields can be added to workspaces and/or files to keep your data organized.
Admins will be allowed 100 custom fields with the ability to delete any that are not being used in a workspace or on a file.
How to add custom fields?
To add custom fields, navigate to your Admin Panel dropdown and select Custom fields OR click the ellipsis button on a workspace, and select Manage Custom Fields.
Create a new custom field
Once you have navigated to the above location you can then click on 'Create new custom field'.
A field name for the custom field is required. There is an option to mark the field as a 'Required Field'. The 'Required Field' will not add values to resources but will only indicate to users that the custom field is required. The field type can be text, long text, number, drop-down, and free tags. For text, long text, numbers, and free tags a field for description will appear where you can add additional information regarding the custom field.
Number type will have an additional field for the minimum and maximum values that can be provided.
If you select dropdown as a type you will need to provide the various options for the dropdown. Each option must be separated by a comma.
Once you have added the required information you will see a preview of the field at the bottom of the page. When you are satisfied with the field changes click 'Add' to save the custom field.
Modify customs fields
To modify a custom field click the ellipsis on the right-hand side to expand the menu.
The menu will give you the option to edit the current custom field value, disable the custom field, or delete the custom field from Onna.
If you disable the custom field it will become grayed out.
The custom field can become active again by clicking the ellipsis found on the right-hand side of the custom field and selecting 'Enable field'.
Note: Unless the custom field is created in a workspace all custom fields will exist at the account level.
Managing customs fields in workspaces
Custom fields can be managed and added at the workspace level. This can be done by navigating to the workspace and clicking on the ellipsis on the right-hand corner. From the dropdown select 'Manage custom fields'.
You will now have the option to add custom fields that will only exist at the workspace level or at the file level.
Any existing custom fields that were created at the account level will be available to be selected. Additional custom fields can also be created by clicking on 'Add new field'.
Note: When a custom field is created in a workspace it only available for the workspace where it was created. Usage metrics for the custom field created on the workspace will still be available at the account level.
Custom fields set at the workspace level can automatically be propagated at the files level within the workspace. This setting can be configured in your Admin Panel in the 'Custom fields' section:
When this option is selected any custom field value set at the workspace level will also propagate to the file level.
Mass adding custom field values to search results
For searches that are performed within a workspace you will have the option to mass add custom field values. After performing a search, click on the ellipsis found in the basic search bar.
From the menu click ‘Tag current results’.
Once the popup for ‘Add tags’ has appeared scroll down to the bottom of the page.
You will see a section labeled ‘Add values to shared Custom fields of selected files'. Here you will see the available custom fields that have been enabled for the workspace.
Once you have selected or entered a value for a custom field you can click 'Add' to propagate the values to your search results.
Note: If a file already has an existing custom field value and a new value is provided, the previous value will be overwritten. Also, the ability to mass-remove custom fields is not yet available.