Managing Custom Fields

What Is This Feature?

Custom fields enable you to find, filter, and report on your content and initiatives in Kapost.

Your custom fields are set up specifically for your organization’s content operation: they’re established by Kapost Admins and are the unique tags you and your team will apply to your content and initiatives.

Kapost offers several ways to configure and group custom fields to allow you to:

  • Ensure tagging is efficient and accurate
  • Organize tags into logical groups (like defining which tags are relevant to which teams)
  • Remove any potentially confusing elements from different user role views in Kapost

This article is most relevant for Kapost Admins. Other Kapost users should read this article about applying custom fields when creating content and initiatives.

How It Helps

Custom fields impact all Kapost users. For Editors and Contributors, this data makes it easy to filter and find the correct pieces of content you’re working on. For Admins, in addition to findability, tags are crucial in ensuring clean data in Kapost for reporting and analytics.

Your custom fields on content and initiatives in Kapost help to organize them by their purpose or objective. They’re a critical aspect of your experience using the Kapost platform because your tags are how your team will filter for and report on the content and campaigns you execute.

Once configured, your custom fields help align teams to business strategies, visualize content strategy by identifying coverage and gaps, provide visibility across teams, and, above all, enable content and initiative findability in Kapost. 

Watch this three-minute explainer video to learn more about why tagging is so important to each application in Kapost.

Best Practices

When it comes to your custom fields, configure them to make it as easy as possible for Kapost users to apply the right tags quickly and uniformly across all content, ensuring that system-wide visibility is healthy.

Other tips for best utilizing custom fields:

  • Only add the custom fields you absolutely need to have in Kapost. You can always add more later when you need to, but it’s best to start small before going big.
  • Multi-select and dropdown (single select) field types are ideal: with these, you’ll be able to filter and report according to them throughout Kapost.
  • Perform an audit of your custom fields every six months to make sure they’re being used. If they aren’t, delete them.
  • Custom fields are only valuable if they’re assigned to the correct content and initiative types. Ask your Kapost CSM for advice if you need any help with this.
  • Do not use a “catch-all” custom field (i.e., All). Filtering, finding, and running reports on this data will depend on users selecting all of the applicable values.
  • Admins can set up Custom Field Prefills to help teams fill in custom fields quickly and accurately.

How does Kapost use custom fields? Here at Kapost, we have several core custom fields that we apply to our content and initiatives based on what we want our tags to answer:

  • Theme: What business priority does it support?
  • Purpose: Why are we creating it?
  • Channel: Where might this be used?
  • Audience/Persona: Who are we creating for?
  • Buying Stage: When will a prospect see this?
  • Team: Who is responsible for its creation and execution?

How It Works

Kapost Admins can add, remove, or edit custom fields in the settings area. Navigate to your custom fields via the side navigation bar:


When you’re looking at this area, keep in mind:

  • Your custom fields will appear in alphabetical order.
  • The icon on the left side of each row shows the custom field type.
  • Toward the right side of the each row, you’ll see the number of content and initiative types the custom field is used on. To see the specific content and initiative types using a custom field, click on the number of types.

The icons that appear on the right end of the custom field row let you perform certain actions:

  • The pencil icon enables you to edit the custom field
  • The pages icon enables you to duplicate the custom field
  • The trash can icon enables you to delete the custom field

Adding Custom Fields

Adding a custom field is a two-step process:

Step 1: Create a Custom Field

If you’re setting up a new custom field or editing an existing custom field, you’ll fill out the information prompted in Kapost:


  1. Add a display name for your field. The display name of the custom field appears on your content below the body of content.
  2. Leave the field name as is unless using it is for an integration. (More information on syncing a custom field to a destination may be found at the bottom of this article.)
  3. Choose a field type.
    • Text (Open text field, option for HTML box, option for default text)
    • Dropdown (Selecting one value from the list)
    • Date (Calendar date and time, only workflow task dates will display on the content calendar, custom field dates do not)
    • Image (Image upload, one image at a time)
    • Multiple Select (Select one or more values from a pick list)
    • File (File upload, one file at a time)                                                         
  4. Add default text if necessary.
  5. Add field values if necessary by clicking +New Value as many times as you need to. This will be an option for dropdown and multi-select fields. (Find further instructions below in this section on how to create multiple values at once.)
  6. For text fields you may choose either multiline text, which allows the field to expand to contain many lines of text, or HTML, which allows the field to support HTML tags.
  7. Select the correct field options for all multi-select and dropdown fields as necessary. Selecting these options will allow you to use the custom field to find, filter, and report on the data.
    • Only viewable by Editors and Admins restricts the field so that only Kapost Editors and Admins can see the field in the content assets or catalogs.
    • Prevent members from editing this field should only be used for fields that will be set by the API and therefore should not be edited by other members.
    • Required for new submissions adds a red asterisk to a field name to help Kapost users recognize the required custom fields. A popup will appear to warn the user if the required field is not filled out before publishing. If you'd like to completely prevent your users from publishing or submitting content or ideas prior to filling out these fields, you can make that adjustment in the content settings area.
    • Show in Studio Preview and Gallery determines if a custom field and its value will display in the Preview Pane as well as be available in Gallery as a custom filter.
    • Show this field as a column option for catalogs and custom reports determines if the custom field name will be made available in the menu under the column selector icon in the content or initiative catalogs as well as custom reports. Select for all multi-select and dropdown fields if you'd like to be able to filter by them throughout the system.
  8. Click Save to confirm your changes.

To add field values to multi-select or dropdown custom fields:

  1. Choose an existing field or follow the process to add a new field.
  2. Values are associated with multi-select or dropdown custom field types.
  3. Click on Add New Value.
  4. Type the title of the value and click Add.

To add multiple values at once, click on +New Value, then enter in each value in its own line.


Step 2: Make a Custom Field Available

After you create a custom field, you’ll assign it to the content and initiative types for the correct team(s) to tag with.

  1. From the settings column, navigate to the Content Types & Workflow section.
  2. Choose the content type you’d like to add the custom field to. Click on the pencil icon to make this update.
  3. Click on the Custom Fields tab and enter in the new custom field to the Add Custom Field(s) area. Ensure that you add the new custom field to the correct section. In the example image below, the fields Content Title, Abstract, and Target Publish Date have been applied to the Corporate Communications section.
  4. Drag and drop the custom fields to re-order them. You can delete a custom field from a section at any time. If you delete a custom field, the data that was previously applied will remain on the backend of Kapost, but the field will not long be displayed (so you won’t be able to see it on old or new content).


For more information on content type settings, read this article.

Mark custom fields as non-duplicatable to prevent the values from being applied to duplicated content or initiatives. This ensures the original copy and duplicate copy maintain their own unique IDs and data.

  • This setting is overridden by field values in prefills, so your prefills will always apply their custom field values on duplicate content as selected.


If you’re syncing custom fields to a specific destination, pay attention to the field name.

When you’re adding a custom field that corresponds with custom fields in a CMS, the field name is an important section to fill out accurately.

The field name must exactly match the data in your destination to sync. (The system admin for this corresponding destination can also assist with this.)   

In the example below, YouTube is the destination for the custom field. The field name would be kapost_youtube_description for the field name to be pushed to YouTube when the video is published there.


Archiving Custom Fields Values

You may want to archive custom field values that are important historically but don’t fit your current and future taxonomy. Doing so makes it easier to govern your system data over time and ensure that only up-to-date values are applied to content and initiatives.

In your Custom Fields settings area, you’ll see an Archive checkbox when you click on the pencil icon to edit a field value.

  • Admins can archive values for multi-select or single-select custom fields
  • Admins can un-archive custom field values, if needed, by unchecking the Archive checkbox


Once a value is archived, it will be marked as archived in the Custom Fields settings area accessible to Kapost Admins.


You’ll still see archived values across your platform: They’ll remain as filter and column options in your catalogs, in Gallery collection filters and auto-add rules, and in your Insights dashboards and custom reports.

In Studio, teams will see archived field values designated on the content and initiative details pages. Archived values won’t appear in multi- or single-select field drop-down menus, but teams will see the previously added tag with the archived icon. Hovering over an archived value will show a message that lets people know how they can interact with the value.

  • An archived custom field value can’t be newly applied to content and initiatives, but can be removed. Once it is removed from previously tagged content or initiatives, it can’t be added back. (Admins can un-archive any values; however, if they’ve been removed from content or initiatives you’ll have to reapply them.)


If someone removes an archived tag on content, Kapost will confirm the action before removing the tag.


When you’re bulk tagging content and want to replace existing tags, you’ll have the option to Keep archived tags that have been applied to the content.


Keep in mind: Archived values will be removed from any prefills they’re a part of. (Kapost will notify you if an archived value is related to a prefill before it is archived.)



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