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Workspace information fields

Workspace information fields are shared metadata fields you define once and reuse across your entire workspace. Instead of setting up the same field for every Artifact, Project, Session, or Participant separately, you manage it in one place and attach it wherever it's needed.

This is especially useful for fields that need to stay consistent across different Artifact types, product areas, or research methods, where duplicating and maintaining them individually would quickly become hard to keep in sync.

Workspace information fields are available in Business and Enterprise plans.

Creating a Workspace information field

Workspace information fields can be created and managed in Settings > Workspace > General. Just scroll to the bottom of this page to find your Workspace fields and click Create your first Workspace Field to get started.

For every Workspace field, you can define its:

  • Type: Select between Text, Number, Date, Checkbox, Single select, Multi select, Participant, User, URL, Email, or NPS.

  • Field Name

  • Editing permissions (Can be edited by): Select by role, user group, or specific users. Additionally, if the field type is Single select or Multi select, you can specify who can add new categories for it.

  • Usage limitations (Limit usage to): Specify whether this field can be shared across Projects, Participants, Sessions, and Artifacts.

Once done, click Create Field. You will see all your Workspace fields in the General Workspace settings.

How to link Workspace fields

Workspace information fields can be attached to:

  • Projects

  • Artifacts

  • Sessions

  • Participants

Likewise, you can set them up when editing existing or creating new Artifact types and Project templates.

Projects, Artifacts, Sessions, and Participants

In any Project, Artifact, Session, or Participant profile, simply click on Add Field > Workspace Fields, and choose the field you want to attach from the list of available Workspace fields.

Artifact Types and Project Templates

To link a workspace field to any existing or new Artifact Types and Project Templates:

  1. Go to Settings > Workspace > General.

  2. Click on any Artifact Type or Project Template. The process is the same if you choose to create New Artifact type or New Project Template.

  3. Click Add Field > Workspace Fields, and choose the field you want to attach from the list of available Workspace fields. You can also quickly Create new Workspace Field from here.

  4. Click Done if you were editing an existing Artifact type or Project template, or Create if you created a new one.

Once linked, the field will appear on all documents of that type and draw from the same shared set of values. Any changes to the field definition (name, category options, etc.) will be reflected everywhere it's used.

How to turn or merge fields into Workspace fields

For any existing information field, whether on a Project, Artifact, Session, or Participant level, you can:

  1. Click on it, and then select Edit field.

  2. Click on the three-dot menu in the popup modal and Turn into Workspace Field.

    From here, you can also Merge into Workspace field if you want to consolidate any of the existing information fields into a Workspace field you previously created.

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