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Creating Custom Property Sets

Define custom metadata fields for documents, folders, and users.

Who Can Create Custom Property Sets?

Role Can Create
System Administrator Yes
Administrators group Yes
Regular Users No

Step 1: Create the Property Set

  1. Navigate to the Control Panel
  2. Click Custom Properties
  3. Click New in the left sidebar
  4. Enter the property set details:
Field Description
Name Internal identifier (no spaces or special characters)
Caption Display name shown to users
Applies to Check Documents, Folders, and/or Users
Private Only visible to logged-in users
Library Select specific library or "Global - No restriction"
  1. Click OK to create the property set header

Step 2: Define Fields

After creating the property set, the Custom Property Fields window appears.

Available Field Types

Field Type Description Use Case
Text Box Free-form text entry Names, descriptions
Combo Box Predefined selection list Status, categories
Radio Button On/Off toggle Yes/No values
Check Box Check/uncheck value Conditions, flags
Lookup Database-driven values External data

Adding Fields

  1. Enter the field name
  2. Select the control type
  3. Configure field-specific options
  4. Click Add
  5. Repeat for all fields

Combo Box Options

When selecting Combo Box, click the Options button to define the list of values users can choose from.

Creating Lookup Fields

Lookup fields pull data from external databases.

Configuration Steps

  1. Add a new field with Lookup control type
  2. Click the Parameters icon next to the field
  3. Configure database connection:
Parameter Description
Database Type SQL Server, Oracle, etc.
Server Name Database server address
User Name Database login
Password Database password
SQL Statement Query to retrieve values

SQL Query Examples

Basic query: 

SELECT CITY FROM CITIES

With column alias: 

SELECT CITYNAME AS 'CITY' FROM CITIES

Column Names

The column name returned by the query must match the custom property field name.

Multiple fields: 

SELECT CITY, STATE, ZIP FROM CSZ

User input filtering: 

SELECT CITY, STATE, ZIP FROM CSZ
WHERE CITY LIKE '<%=VALUE%>%'

Dynamic Filtering

The <%=VALUE%> placeholder is replaced with what the user types, enabling auto-complete functionality.

Testing Lookup Fields

  1. Click Save to save your configuration
  2. Execute the test query when prompted
  3. If rows appear, the lookup field is configured correctly

See Also