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Channel Defaults - Custom Field Settings

Updated

How to Configure Default Custom Field Settings

1. What This Feature Does

Custom Field settings allow administrators to control whether users can create and manage custom metadata fields for channels.

Custom fields help organizations standardize how channels are labeled and categorized (e.g., Matter Number, Client Name, Case ID), improving searchability, reporting, and compliance.

You can define:

  • Whether the Custom Field feature is enabled for your organization
  • Whether users can access and manage custom fields within Channel Settings

2. Who Can Use It

  • Admin users can configure Custom Field settings

Plan-Based Behavior

For Non-Enterprise Plans

  • Settings apply across the entire subscription
  • When enabled, the Custom Field feature becomes available to all users
  • When disabled, the feature is not accessible anywhere in the system

For Enterprise Plans

  • Settings act as feature controls (similar to admin configuration)

When the setting is:

  • Enabled → The option becomes available to assign in Manage Roles
  • Disabled → The option is not available anywhere in the system

Important:

  • The feature must be enabled here before it can be assigned to a role
  • For full control, settings should be managed through custom roles

For more granular control, we recommend managing these settings through custom roles in the Manage Roles page.

3. Step-by-Step Instructions

  1. Navigate to Channel Defaults
  2. Select Custom Field
  3. Toggle Manage Custom Field to ON
  4. Once enabled, navigate to Channel Settings → Manage Custom Fields
  5. Click Add Custom Field
  6. Configure the following options in the popup:

A. Custom Field Name

  • Enter a name for the field (e.g., Matter Number, Client Name)
  • This name will appear during channel creation and in channel details

B. Visibility

  • Internal Users Only → Field is visible only to internal users
  • All Users → Field is visible to both internal and external users

C. Divider

  • Enter a single non-alphanumeric character (e.g., -, |, _)
  • This divider is used to separate the channel name from the custom field value in the channel title
  • If left blank, the default divider “-” will be used

D. Required Field Toggle

  • Toggle ON to make this field mandatory during channel creation
  • Users must complete this field before creating a channel

E. Character Limit Toggle

  • Toggle ON to enforce character limits for the field
  • When enabled, configure:
    • Minimum character limit
    • Maximum character limit

Click Confirm to create the custom field

Changes to Channel Defaults are saved automatically when toggled. Custom field configurations are saved when the field is created or updated.

4. What Happens After

For Non-Enterprise Plans

  • The setting is applied across the entire subscription
  • When enabled, users can access and use custom fields
  • When disabled, custom fields are not available

For Enterprise Plans

  • This setting acts as a feature availability control

When enabled:

  • The option becomes available in Manage Roles

When disabled:

  • The option is not available anywhere in the system

Important Behavior

  • If the feature is disabled:
    • Users cannot create, view, or manage custom fields
  • If the feature is enabled:
    • Access is controlled through assigned roles

5. Best Practice for Enterprise

For greater flexibility and control:

  • Enable the feature in Channel Defaults
  • Then manage access using custom roles in Manage Roles

This ensures:

  • Only the appropriate users can create and manage custom fields
  • Default roles (Admin/Standard) do not become overly permissive

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