Why use a custom field?
Standard fields describe common document information. A custom field captures an extra detail that matters to you—for example Project, Employee name, License plate, or Renewal date. Add a field when you need that value for your workflow, rather than creating a field for every word on a document.
Create your first field
Choose a clear label, select Text or Date, and describe exactly which information to extract. Save the field, then configure where its value should be used. Creating a custom field alone does not change filenames or folder organization.
- Choose a clear label, such as Project.
- Select Text for a project name, or Date for a specific date.
- Describe the exact value to extract from the document.
- Save the field, then add it to a filename pattern or Folder naming fields.
- Creating a custom field alone does not change filenames or folder organization.
Choose Text or Date
Use Text for names, codes, and identifiers, such as Project or License plate. Use Date for a specific date, such as a contract renewal date. If the document has several dates, explain which one you mean. Do not use Date for a project number that only looks like a date.
Write a clear extraction description
For Project, try: “Extract the project name explicitly stated in the document. Do not use the client company name as the project name.” For Renewal date, try: “Extract the date on which the contract renews, not the signature date.” Specific descriptions reduce ambiguity; they do not guarantee that every document contains the requested information.
Use a custom field in a filename
Open File naming and edit the default pattern or a folder’s custom pattern. Use the add button to select your field, drag it into position, and check the preview before saving. For example, document type + Project can produce Invoice_Apollo.pdf. The original file extension is preserved.
- Open File naming and edit the default or a folder-specific pattern.
- Use the add button to select Project.
- Drag the fields into the order you want.
- Check the preview and save. Example: Invoice_Apollo.pdf.
- The original extension is preserved; missing values are skipped.
Use a custom field in a folder name
Open Folder tree and edit the target folder. Choose an entity-based Organize files by behavior, then select the custom field in Folder naming fields. Review Example result. For Projects with Entity behavior and Project selected, Apollo can become the subfolder name. A Fixed folder does not create this dynamic grouping just because the field exists.
- Open Folder tree and edit Projects.
- Choose an entity-based Organize files by behavior.
- Select Project in Folder naming fields.
- Review Example result and save. Example: Projects/Apollo.
- A Fixed folder does not create dynamic grouping just because the field exists.
One field, two uses
A document states Project: Apollo. The custom field extracts Apollo; the folder behavior can use it for Projects/Apollo; the filename pattern can use it for Invoice_Apollo.pdf. Each use must be configured separately. The illustration shows sample values, not an actual extraction result.
- Document content: Project: Apollo.
- Custom field extracts: Apollo.
- Folder behavior uses it: Projects/Apollo.
- Filename pattern uses it: Invoice_Apollo.pdf.
- Configure the two uses separately. These are sample values, not an actual extraction.
When a value is missing
The document may not contain the requested information, or it may not be readable. In filenames, missing field values are skipped. Do not assume the sample value in the preview will be inserted into real files. Check the document content and your field description before changing the pattern.
When a value is incorrect
Check whether the description could refer to more than one value. For example, a document can name both a customer and a project. Specify which one you need, then review results on another relevant document. If the value is correct but the destination is wrong, check the selected folder behavior and Folder naming fields instead.
Before changing your setup
Check which folder naming settings and filename patterns use the field before changing or removing it. Naming changes apply to future processing; they do not rename existing files. Field availability and editing permissions depend on your workspace configuration and limits.