Custom fields are most effective when they're thoughtfully designed and consistently used. Here are some tips to get the most out of them.
Plan before you create
Before adding custom fields, consider:
What information do you need to track? Talk to your team about what metadata would be helpful.
How will it be used? Will people filter by this field? Search for it? Just reference it?
Who will maintain it? Fields only work if people actually fill them in.
Start with a few essential fields rather than creating many that might go unused.
Choose the right field type
Use Single-select for mutually exclusive options (an Asset can only have one status)
Use Multi-select when multiple values can apply (an Asset might work for multiple channels)
Use Date for actual dates—not text fields with dates typed in
Reserve Text fields for truly freeform information
The right type makes data entry easier and filtering more reliable.
Use clear, descriptive names
Field names should be immediately understandable:
"Status" is better than "S"
"Expiration Date" is better than "Exp"
"Department" is better than "Dept Code"
Your team shouldn't have to guess what a field means.
Keep option lists manageable
For select fields:
Aim for 3–10 options when possible
Too few options reduce usefulness; too many create confusion
Use consistent formatting (all lowercase, all Title Case, etc.)
Order options logically (by workflow stage, alphabetically, or by frequency of use)
Establish conventions with your team
Document and share:
What each field is for
When to use each option
Who's responsible for keeping fields updated
Consistency makes filtering and reporting reliable.
Review and refine
Periodically audit your custom fields:
Are all fields being used? Remove unused ones.
Are option lists still relevant? Update them.
Is data being entered consistently? Clarify guidelines if not.
Are there new needs? Add fields as workflows evolve.
Examples of effective field setups
Workflow tracking
Field: Status
Type: Single-select
Options: Draft, In Review, Approved, Archived
Content categorization
Field: Channels
Type: Multi-select
Options: Web, Print, Social Media, Email, Advertising
Rights management
Field: License Expiration
Type: Date
Usage: Filter for Assets expiring soon
Campaign organization
Field: Campaign
Type: Single-select
Options: Q1 Launch, Summer Sale, Holiday 2024, Evergreen