This feature is available to all Waybook Pro teams
Custom fields let you add your own structured data to documents across your Waybook. Whether you're tracking external reference IDs, tagging documents by region, or flagging compliance status, custom fields give you a consistent way to organize and filter your knowledge base on your terms.
Creating Custom Fields
Custom fields are set up at the team level, so every document in your Waybook shares the same set of available fields. To create your first field:
Head to Team Settings > Custom Fields
Click Add Custom Field
Give your field a name and an optional description to help your team understand what it's for
Choose a field type (see below for your options)
Decide whether the field should be unique - when enabled, no two documents can share the same value for that field
You can create up to five custom fields per team.
💡 Waybook Tip
Fields aren't required, so they won't clutter documents where they don't apply. Only set values on the documents where it makes sense.
Field Types
Each custom field uses one of three types, depending on the kind of data you want to capture:
Text - A free-text, single-line field. Ideal for external IDs, reference codes, or any value that's unique to each document.
Dropdown - A predefined list of options your team can choose from. Great for categories like department, status, or region where you want consistency across documents.
Yes/No - A simple toggle. Use it for binary flags like "Requires Review" or "Client-Facing."
💡 Waybook Tip
The unique option is available for Text and Dropdown fields. Enable it when each document should have a distinct value - like an external system ID or a project code that shouldn't be duplicated.
Setting Values on Documents
Once your fields are set up, you can assign values to individual documents:
Open the document you want to set a custom field on
Click Settings in the top right corner
Scroll to the Custom Fields section
Set the value for each field that applies to this document
Custom field values can only be set or changed by users who have edit access to the document.
Using Custom Fields in Document Manager
Custom fields become especially powerful in Document Manager, where you can use them to sort, scan, and filter your documents at a glance.
To add custom fields as columns in Document Manager:
Open Document Manager
Click Columns
Under Custom Fields, select the fields you want to display
Your custom fields will appear as columns alongside your other document data. You can also use them as filters to quickly find documents that match specific field values.
Limits and Permissions
Custom fields are a Pro plan feature.
Fields apply across all documents in your Waybook - you can't limit a field to specific subjects or categories. Since fields aren't required, you can leave them blank on documents where they don't apply.
Each team can have up to five custom fields.
Only users with edit access to a document can set or change its custom field values.
Questions about custom fields? Our support team is here to help!