Posts — Custom fields

Custom fields on posts let administrators capture additional, structured information against posts, based on the type of post. They extend the standard post fields so your teams can track the details that matter, enforce consistent data entry, and report and segment on posts more precisely. Which custom fields appear on a post can be driven by the post tags applied to it.

Where to manage post custom fields

1. Go to Settings.
2. Open Data & records.
3. Select Custom fields.
4. Open the Posts tab.

Fields are grouped into sections (folders that only organise fields within settings). Use Add new section to create one, and Reorder Fields / Move Fields to arrange fields or move them between sections.

Creating a custom field for posts

1. On the Posts tab, within a section select Add Fields.
2. Choose a field type:
   • Date
   • Dynamic tags
   • File upload
   • Number
   • Record (searches the database for a record)
   • Select
   • Smart URL
   • Text
   • Time
   • Tree Select
3. Configure the field's label and any type-specific options. For Select, add the options, choose whether Allow multiple and Colour coded apply, and tick Disable option beside any option you want to retire — a disabled option can no longer be chosen, but stays visible wherever it's already set.
4. Save the field.

The Auto increment type — a unique, automatically incrementing identifier — is available on cases, not posts. See Case management — Custom fields on cases.

Configuring a post custom field's settings

Select the settings cog on a field to open its settings panel. Alongside the Field label and an optional Description, you can configure:

Available for reports

Tick Available for reports to include the field in reporting.

Permissions

Control which users and user groups can access the field.

Required field

When enabled and the field is visible, it must be completed before you can save the post — enforcing validation so the post can't be saved until the field is filled.

Control visibility

Limit when the field appears: choose a condition (such as Contains) and one or more post tags. The field then appears only when those tags are on the post. Post tags are high-level categories for your posts, so conditional fields let you show only the fields relevant to each type of post. If Control visibility is left off, the field appears on every post.

Default values

Offered on Select fields. Pre-populate the field per user group: select a user group and the default value its members get when creating a post. Add a rule for each user group that needs one, then order the rules from top to bottom — where a user belongs to more than one of the groups listed, the topmost rule applies. This speeds up repeated posting for specific teams (for example always applying a finance tag or value) and reduces manual, repeated clicks.

Move field to

Use Move field to to move the field into a different section without recreating it.

Creating a post with custom fields

Open Home and create a post. The relevant custom fields appear based on the post's tags and the settings above; changing the tags may show or hide fields. Complete any required fields to make the post.

Surfacing and reporting on post custom fields

• Action Centres — add post custom fields as columns in a Posts Action Centre. On the Columns step, use Add column, choose the field and optionally set a column label. Values then show in the table, can be filtered, and are included in CSV exports. File upload fields can be added as columns too; that column gives you the attachment — view it in place or download it, depending on the file type — rather than a value to filter on. See Posts and the Posts Action Centre / List Builder.
• List builder — filter your database on post custom fields: in a list, Add criteria → Posts, where the custom fields appear alongside the standard post options (tag, created date, created by). This lets you segment contacts by the data tracked on their posts and target communications accordingly.