Sample use cases for data templates and custom fields are given below:

Insurance Agencies - Classify insurance based on its type, such as vehicle, property, and medical, and organize them by insurance date, coverage limit, renewal date, and insurance provider.

Training Institutes - Classify certificates based on courses, and organize them by completion status, certificate issued date, and certificate validity.

HR Teams - Classify candidates based on designation, and organize them by educational qualifications, experience, expected salary, certifications, and willingness to relocate.

Design Teams - Classify images based on their use, and organize them by name, size, format, designer, and created date.

Marketing Teams - Classify articles based on industries, and organize them by author, created date, published date, and words count.

Educational Institutions - Organize students by name, admission date, admission class, age, blood group, and emergency contact number.

1. This feature is only available in the WorkDrive's Business plan. Check the details of all plans of WorkDrive here.
   
2. Only Team Admins can create and manage data templates and their custom fields from the Admin Console.

Create Data Template and add Custom Fields

1. Click Admin Console in the bottom-left corner of your WorkDrive account.

The Admin Console page will open in a new tab. Dashboard will be selected by default.

2. Click the Data Templates tab in the left pane to open it on the right.

3. Click + Create Data Template in the top-right corner.

4. Enter a data template name and description.

5. Under Who can associate, choose one of the following options:

• All users with edit access 
  Any user with edit or higher access to a file or folder can associate or dissociate this data template, and can find it when searching.

• Specific members or groups with edit access – Enter member email addresses or group names.
  They must have edit or higher access to the file or folder.
  Only these members can associate or dissociate this data template, and find it in search.
  
  

  Note: Other users in the team with edit or higher access can still update the associated data template.
  

Associate files and folders to Data Templates

Team members must have at least edit access on a file or folder to associate it with a data template.

4. Select a data template.

6. After you enter all the required custom field values, click Associate.

1. Only the members assigned to a data template can associate files and folders using that data template.
2. You cannot associate files in the Draft state to data templates.
   
3. If files and folders have been shared with you with edit access, you can associate those items with data templates.
   
4. You can select multiple files and/or folders at once and associate a Data Template. 
   
5. You can associate a maximum of five Data Templates per file or folder, but there's no limit on the number of files or folders you can associate to a data template.
   

You cannot disassociate a Data Template from multiple files and/or folders at a time, you have do it one by one.

Search files and folders using Data Templates

Users can search using only the data templates they have permission to associate.

Available search criteria for different custom field types:

(for Single line text, Multi line text, and Email address)

      contains
      does not contain

(for Date only & Date and time)

      is equal to

      is not equal to

      is before

      is after

(for Number)

      is equal to

      is not equal to

      is below

      is above

(for Yes/No and Choice)

      is equal to

      is not equal to

Let's say a Human Resources Team has gotten 1,000 applications in response to their job opening ad on Social Media. The agency has created the above data template Recruitment  with three custom fields and associated all of the 1,000 files to it.  Let's see how a user can now search files and folders quickly in this case.

1. A user can simply start by selecting the Data Templates filter in the Search bar.

2. The user has to select the required data template from the list, which is ' Recruitment ' in this case.

All files and folders associated with this Data Template will be shown.

Let's say we want to see the candidates who have 0-5 years experience and are willing to relocate for work.

3. Click Add custom field criteria next to the data template name.

4. Choose the required custom field, in this case, Experience .

5. Choose is equal to as the criterion.

6. Choose 0-5 years as choice.

7. Click the + icon below to add a new criteria and select AND as the condition.

8. Choose the required custom field, which is Willing to relocate in this case.

9. Choose is equal to as the criterion.

10. Choose Yes as the choice.

11. Click Search to view results.

Manage Custom Fields

1. Click Admin Console in the bottom-left corner of your WorkDrive account.

The Admin Console page will open in a new tab. Dashboard will be selected by default.

2. Click the  Data Templates  tab in the left pane to open it on the right.

Data templates created in your team will be shown on the screen.

3. Click on the required data template.

Custom fields added to the data template will be shown on the screen.

4. Hover on a custom field and there will some options:

- To delete the custom field, click  Delete.

- To edit the custom field, click  Edit.

- To view its details, click on the dropdown icon.

6. After editing the custom field, click Update to save the changes.

7. To add new custom fields, click + Add Custom Field at the bottom.

1. When you delete a custom field from a data template, the custom field, along with its values of all the associated files and folders, will be deleted permanently.
   
2. When you edit a custom field name and description, all the changes will reflect on the associated files and folders.
   
3. When you edit options for the Choice field type, the corresponding values will be updated in previously associated files and folders.
   
4. When there is a change in custom field properties (i.e., maximum characters for Single line text, minimum/maximum value for Number, default value, and mandatory field status), all new files that you associate after the change will have the new custom field settings.
   
5. When you update custom field values on already associated files, you will then be asked to update your values based on the new custom field settings.
   
6. You cannot change the field type of a custom field after creating it.
   
7. Modification or deletion of custom fields will be scheduled to reflect in associated files and folders.
   

Manage Data Templates

1. Click Admin Console in the bottom-left corner of your WorkDrive account.

The Admin Console page will open in a new tab. Dashboard will be selected by default.

2. Click the  Data Templates  tab in the left pane to open it on the right.

Data templates created in your team will be shown on the screen.

3. Hover over a data template and click the Settings icon. You will see the following options:

• Manage Custom Fields
  All custom fields added to the data template will be listed here, you can manage them.
• Edit Template
  You can edit the name and description, or manage Who can associate for this data template.
• Disable Template
  When disabled, members cannot associate this data template with new files or folders.
  However, existing associations will remain visible in read-only mode.
  You can enable the template again at any time.
• Delete Template
  Permanently delete the data template and remove all its associations across files and folders. This action cannot be undone.

4. To enable a template, hover over a data template and click the  Settings  icon, then click  Enable Template .

5. Click the  Search  icon in the top-left corner and enter a keyword to search for matching data templates.

6. You can  sort  data templates by Name or Recently Added. To do so, click the dropdown arrow next to  Name or Recently Added , then select a sort option.

7. You can  filter  the data templates by All Data Templates, Active Data Templates, or Disabled Data Templates. To do so, click the dropdown arrow next to  All Data Templates  and select a required filter.

1. When you disable a template, you will not be able to edit the template. You must enable the template again to make any changes.
   
2. When a template is disabled, you cannot associate new files and folders with it, but you can still disassociate files and folders from it.

1. To edit custom field values and associate or disassociate files and folders from data templates, members must have at least edit access on those files and folders.
   
2. New Data Templates can only be created by Team Admins from the Admin Console.
   
3. You can add a maximum of five custom field criteria (with four conditions - AND/OR) for your search.
   
4. You can also start by searching with a keyword, then apply the Data Templates filter to find any associated files and folders.
   

Limitations