Configure Custom Metadata Fields

Role: Org Admin
Time: 20–40 minutes
Prerequisites: Organisation created; you are logged in as Org Admin

Custom metadata fields let you tag documents with project-specific classifications — discipline, zone, building, package, contract number — that aren't part of the Kazinex defaults. This tutorial walks you through creating a Discipline dropdown field and a Zone dropdown field from scratch, which are the two most commonly needed fields.

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Step 1: Plan your fields

Before creating anything, agree the field names, types, and codes with your document controller and project controls lead. Write them down.

Example plan:

Field Name	Type	Required?	Options (Code → Label)
Discipline	Dropdown	Yes	STR → Structural, MEP → Mechanical & Electrical, ARC → Architecture, CIV → Civil
Zone	Dropdown	No	ZA → Zone A, ZB → Zone B, ZC → Zone C
Contract Reference	Text	No	(free text)
Drawing Issue Date	Date	No	(date picker)

Codes must be: 2–6 characters, uppercase, no spaces. They appear in auto-numbered document numbers, so choose carefully — they cannot be changed once documents exist with those codes.

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Step 2: Open the Metadata Fields settings

1. Click the Settings icon (gear) in the top navigation.
2. Navigate to Organisation Settings → Metadata → Fields.
3. You see the list of existing fields (Kazinex default fields plus any previously created custom fields).

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Step 3: Create the Discipline field

1. Click New Field.
2. Fill in the field configuration:

Setting	Value
Field Name	Discipline
Field Type	Dropdown
Required	Yes
Display Order	1 (or wherever it should appear in the form)
Scope	Organisation (applies to all projects)

3. Under Options, click Add Option for each discipline:

Code	Label
STR	Structural
MEP	Mechanical & Electrical
ARC	Architecture
CIV	Civil

4. Click Save Field.

The Discipline field now appears in the document form for all projects in your organisation.

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Step 4: Create the Zone field

1. Click New Field again.
2. Configure:

Setting	Value
Field Name	Zone
Field Type	Dropdown
Required	No
Display Order	2
Scope	Organisation

3. Add options:

Code	Label
ZA	Zone A
ZB	Zone B
ZC	Zone C

4. Click Save Field.

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Step 5: Verify the fields appear in the document form

Before telling your team, verify the configuration:

1. Navigate to Documents → New Document.
2. Check the form:
   • Discipline appears as a required dropdown — you cannot save without selecting a value.
   • Zone appears as an optional dropdown.
3. Select Discipline = "Structural" and Zone = "Zone A".
4. Note how the dropdowns show the full labels ("Structural", "Zone A") but store the codes (STR, ZA).
5. Click Cancel — don't save the test document.

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Step 6: Test that codes appear in auto-numbering (if numbering is configured)

If your project has an auto-numbering scheme that uses the Discipline or Zone codes:

1. Open a new document form.
2. Fill in: Title = "Test", Discipline = STR, Zone = ZA, Document Type = DWG.
3. Check the Document Number field — it should show the auto-generated number using the codes (e.g. STR-DWG-ZA-0001).
4. Click Cancel.

If auto-numbering is not yet configured, skip this step and return after completing the Set Up Document Numbering tutorial.

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Step 7: Communicate the fields to the project team

Send a message to your project team or document controller explaining:

• Two new required fields: Discipline (required) and Zone (optional)
• They must select the correct values when creating documents
• The valid options are: [list the options from your plan]
• If they select the wrong discipline or zone, the document may get an incorrect auto-number — advise them to double-check before saving

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Adding a text field (Contract Reference)

For a free-text field like Contract Reference:

1. New Field → Field Name: "Contract Reference" → Type: Text → Required: No.
2. No options to define — text fields accept any free text up to 255 characters.
3. Save Field.

Text fields are useful for contract numbers, package codes, or notes that don't need a controlled code.

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Adding a date field (Drawing Issue Date)

1. New Field → Field Name: "Drawing Issue Date" → Type: Date → Required: No.
2. No options — the form shows a date picker.
3. Save Field.

Date fields store ISO format dates and are searchable with field:before: and field:after: operators in Advanced Search.

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What to do if you need to edit an option code

Option codes cannot be changed once documents have used them (the existing documents would get incorrect numbers). If you need to correct a code:

• Before any documents exist: Edit the option directly — click the field → edit the option → change the code → Save.
• After documents exist: Do not change the code. Instead, add a new option with the correct code and mark the old one as inactive (if inactive toggle is available) or leave it — inform the team to use the new option going forward.

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What's next

• Custom Metadata Fields Guide — detailed reference for all field types and settings
• Set Up Document Numbering — use the option codes in auto-numbering schemes
• Metadata Governance — who can manage fields, change control, audit cadence