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How to use Custom Fields

  • Updated

Custom Fields in Spekit let you add tailored, standardized data points to organize and enhance your content. This feature is vital for the Curated Content and Knowledge System pillar, ensuring your content is accurate, filterable, and ready for reporting.

📌 Quick-Jump Topics

 

1. What are Custom Fields & Who Sees Them?

Custom Fields are additional data points you can add to Files, Speks, and other content. They allow Admins to capture specific, structured information (like Status, Priority, or Expiration Date) beyond the standard fields, making content highly organized, searchable, and tailored to team needs.

Visibility and Access

  • Internal Viewers: All internal users (Viewers) within your organization are able to see the Custom Field data displayed on content.
  • External Viewers: Users accessing content via Trackable Links or Deal Rooms are currently not able to view the custom field data.

 

2. Custom Field Use Cases (Types in Action)

Use the right field type to maximize content organization, tracking, and search filtering capabilities.

Field Type Use Case Example Name Values Added (Filtering)
Multi-Select Dropdown Content Classification Content-Type Filter library by content format (Case Study, eBook, White Paper).
Language Filter by language (English, Spanish, French).
Targeting Industry Tag content based on audience (Finance, Healthcare, Technology).
Status & Priority Status Track content lifecycle (Draft, In Progress, Approved, Archived).
Priority Identify importance (High, Medium, Low).
Workflow Context Sales Stage Tag content relevant to a specific part of the sales cycle (Stage 1, Stage 2).
Marketing Alignment Campaign Channel Tag content relevant to a specific channel (Email, Social Media, Paid).
Event Type Tag content related to a specific event (Meeting, Webinar, Event).
String Field Versioning & Reference Revision Number Track specific content versions (e.g., 1.0, Q3-2025).
Salesforce ID Link content to a specific external system record.
Date Picker Lifecycle & Compliance Expiration Date Flag content scheduled to become irrelevant or outdated, enforcing governance SLAs.
Review Date Track when a piece of content was last formally reviewed by an SME.
Compliance & Tracking Approval Date Record the official date content was approved by Legal or Marketing.
Product & Training Calendar Launch Date Track when a specific product feature or sales campaign was originally launched.
Effective Date Mark the date when a new policy or process officially takes effect.
Next Training Date Track when content is scheduled to be included in the next training.

 

3. Setup and Management

How to Set Up a New Custom Field (Account Admin)

  1. Log in to the Spekit Web App.
  2. Go to Settings, then navigate to the Admin Tools tab.
  3. Click Create Custom Field.
  4. Enter the name of the Custom Field.
  5. Select the Custom Field type. Options now include:
    • String Field: Allows free-form text data (e.g., Revision Number).
    • Multi-Select Dropdown: Allows selection from a predefined list of options (e.g., Status, Priority).
    • Date Picker (NEW): Enforces standardized date entry.
  6. Choose the content type(s) to which the Custom Field will apply (Files, Speks, Salesforce Objects, etc.).
  7. Click Create.

 

Using Custom Fields in Content

Admins and Experts can now define Custom Field values in the content creation and editing experiences.

UI Update for Multi-Select: The placeholder text for applying or editing a multi-select custom field has been updated from "Enter Content type" to the clearer prompt: "Select items".

 

Management Tasks 

Action Steps (Web App Admin Tools)
Edit a Custom Field Find the field, click the ellipsis (...), click Edit, make changes, and click Save Changes.
Delete a Custom Field Find the field, click the ellipsis (...), click Delete, and confirm in the pop-up by clicking Yes, Delete.

 

Migration: Updating Existing Custom Fields to Date Custom Fields

It is recommended to migrate old text-based date fields to the new Date custom field to ensure data consistency and enable reliable filtering.

  1. Identify the String Custom Field you wish to convert (e.g., "Expiration Date"). You may temporarily label the old field (e.g., "Expiration Date - Old") while you perform the migration.
  2. Create a new Custom Field using the Date Picker type with the correct name (e.g., "Expiration Date - New").
  3. Open the Spekit Web App in a new tab. Click on the Team Hub and select Content.
  4. From the Content view, click the filtering options. Click on Custom Fields and select the custom field (e.g., "Expiration Date - Old") that has the text-based date in the field. Select the operator as is not empty and click Apply Filters. This will show you all the Speks that need updating.
  5. Work through each Spek one by one (using list view is recommended). In each Spek, update the new Date custom field (e.g., "Expiration Date - New") with the date previously stored in the old text field.
  6. Once all content has been migrated, navigate back to Settings > Admin Tools and Delete the old, text-based Custom Field (e.g., "Expiration Date - Old"). You can then rename the new Date Picker field as needed (e.g., "Expiration Date").

 

4. Must-See Content & Field Ordering

How to Mark Must-See Content

Marking content as Must-See highlights essential information by surfacing it directly on the Spekit Web App homepage.

  1. Open the Spekit Web App.
  2. Navigate to the Spek or Content that should be marked as Must-See.
  3. Click on the Edit button.
  4. Find the Must-See Content option.
  5. Toggle “Must see content” to Yes.
  6. Click Save Changes.

 Custom Field Ordering

Custom Fields in Spekit are currently organized in alphabetical order. At this time, the order of Custom Fields cannot be changed or customized. This alphabetical arrangement helps maintain consistency and makes it easier to locate specific fields quickly, especially as the number of Custom Fields grows.

 

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