Portfolio users often wonder when to store information in a custom field, and when keywords are more appropriate. In general, keywords should be used to describe the content of a file, and custom fields for specific properties of the file.

Custom fields are particularly useful for tracking any information about the file that is pertinent to the business model. It would be best to use a custom field to track the following information types: job number, part number, SKU, pricing, any information with a Yes/No option, or any data where predefined variables are possible.

The types of custom fields in Portfolio are:

• String: This field type is designed for single line text values. You can specify a maximum length for the field; String data can be from 1 to 2000 characters long, can include multiple values, and can be configured as a predefined list.

• Number: For regular numeric values. Number fields can include multiple values, and can be configured as a predefined list.

• Decimal: For regular numeric values. Decimal fields can include multiple values, and can be configured as a predefined list. You can specify the number of digits of precision.

• Date/Time: This field type allows you to enter date and time values into your items. While the time is part of the data saved, you can disable the Show Time option to have Portfolio only display the date. Date/Time fields can include multiple values, and can be configured as a predefined list.

• Text Block: Text Blocks are multi-lined fields that can be any length. This field type allows you to add multiple lines of text to items; you can include line breaks or carriage returns. Text blocks are word-indexed, allowing even these longer fields to be searched extremely quickly.

• URL: This field type is used for Web and other URL addresses. When an URL field is displayed in Portfolio clients, it becomes an active, clickable hyperlink that will open a new browser window or tab.

• Boolean: This field type is used to indicate a True/False, Yes/No, On/Off, or similar condition.

To create a custom field:

1. Click Catalogs and select a catalog.

2. Click Fields.

3. Select Custom Fields from the pop-up menu.

4. Click Add  above the Fields panel.

5. In the Add New Custom Field dialog:

   1. Enter the name for the field.

      While field names can include multiple words, only fields with single-word names can be used to focus searches using QuickFind in Portfolio Web and Desktop clients.

   2. Choose the Field Type from the pop-up menu.

   3. Field options: Set a maximum length for String fields, precision for Decimal fields, and whether or not to show time for Date/Time fields.

   4. Default value: Optionally, you can enter a default value for the field. This value can be changed for each asset from the Portfolio Web and Desktop clients.

   5. Allow Multiple Values: For some types of fields, it might make sense to allow multiple values to be entered.

   6. Has Predefined Values: You can specify that a field has predefined values, which means that a user entering this information in Portfolio clients can choose a value from a list of possibilities that you define. For details see Creating predefined values below.

      Has Predefined Values: You can specify that a field has predefined values, which means that a user entering this information in Portfolio clients can choose a value from a list of possibilities that you define. For details see Creating predefined values.

   7. Allow Only Predefined Values: Enable this option to present the list of Predefined Values as the only values users can search on or add to assets.

6. When you have defined the custom field to your satisfaction, click Create.

You can modify a custom field’s definition at any time.

Creating predefined values

The Predefined Values list allows you to specify a list of values for users to choose from for tagging assets. In addition, you can specify that users can only use values from this list, and disallow manually adding other values.

To edit a custom field definition, click Catalogs, select a catalog, click Fields, select Custom Fields from the pop-up menu, then select the custom field in the list on the left.

To add a value, type it in the field at the bottom of the Predefined Values panel and click Add Value .

To remove a value from the list, select it and click Remove Value .

To disallow users entering other values, select the checkbox labeled Allow Only Predefined Values.

To export values, click Export . The file fieldname.txt will be saved to your Downloads folder, where fieldname is the name of your custom field.

To import values, click Import , select the import file and click Open.