Custom fields

Custom fields are special fields created by your business and added to existing documents, spreadsheets, or presentations. Data collected from these fields is stored in the same manner as standard Workiva object data and can be used when developing custom reports or automated solutions.

Note: This feature is currently only available as part of an Early Adopter Program. If you're interested in using custom fields within your workspace, contact your Customer Success Manager to discuss program participation.

Requirements

• The Custom Field Admin role is required to create and edit custom field definitions. This also applies to API users.

Create custom fields

Workspace owners can create and manage custom fields from the Workspace Settings screen. Once created, custom fields will be available directly from the selected document, spreadsheet, or presentation.

1. From the Workiva Home screen, click Settings  at the top left.
2. Select Custom Fields from the navigation bar at the top of the screen.
3. Click the +Add custom field button.
4. Enter the details of your new custom field.

   Object type	The object or Workiva filetype where this field will be used. Options: Document Spreadsheet Presentation Section Sheet Slide Note: Once a field is activated for the first time, the object type can't be changed.
   Field name	The field name or "title" as it will be displayed in Workiva.
   Field ID	The field's unique identifier; primarily used programmatically or via API.  Supported characters: Letters Numbers Periods Underscores Hyphens Note: Once a field is activated for the first time, the ID can't be changed.
   Field type	The data format for this field. Options: Text/String List Integer (A whole number; e.g., 1 or -1) Number (Any numeric value; e.g., 1.1 or -1.1) Boolean (True or False) Date User
   Sort order	The order in which this field will appear in the Custom Fields panel of your object. Starts from 0. Note: If left blank, fields are sorted alphanumerically by Field ID.
   Note	A brief description of the custom field's purpose. This is only shown on the Custom Fields screen in Workspace Settings.

5. Click Save.
   

How can I use custom fields?

Custom fields extend the capabilities of existing Workiva objects and more closely tailor the software to your business needs. For example, you can use custom fields to:

• Track approvals by adding a "responsible party" field to your document sections.
• Simplify your roll forward process by creating a "reporting period" field.
• Arrange sheets by location with the addition of a "Region" field.

These are just suggestions; exact uses will vary from business to business and can be coordinated with the help of your account manager.

How to use custom fields

Once created, custom fields can be accessed by anyone with permission to that object. Users with Viewer permission can only see the custom fields, while Owners and Editors can interact with them.

1. From the Files  screen, select a document, presentation, or spreadsheet.
2. Select the Custom Fields icon from the right-hand panel.
3. Click the Record Type dropdown menu to choose an object type (such as a Document or Section.)
   
4. Locate the desired field and fill it out accordingly.
   

   Note: The format and content of the field will vary according to the properties selected during setup.

Activate and deactivate custom fields

Once created, custom fields can be individually activated and deactivated.

1. From the Workiva Home screen, click Settings  at the top left.
2. Select Custom Fields from the navigation bar at the top of the screen.
3. Select the three-dot menugripperon the right side, and select Activate or Deactivate.
   
   

Note: Once a custom field is activated for the first time, you won't be able to change the field ID or object type. It also can never be deleted.

Understanding active and inactive fields