A user custom field keeps one extra value for each user of your company, for example an employee ID or a team code. Each field holds text. A field can also have a list of allowed values, so you select the value from a dropdown.

Kolleno sets up the fields for you. To add a field, contact Kolleno Support. Give the name of the field and, if you want a dropdown, the allowed values.

The custom fields also show on the Add new user form on the Invitations tab. The values that you enter there move to the user when they accept the invitation.

Only Admins can set the values. To clear a value, delete the text and save.

In a note-level workflow, an API Call step can send a value of the user who wrote the note. Put this smart field in the URL or the body of the step:

{{ note_author_access.extra_data.field_name }}

Replace field_name with the field name that Kolleno Support gives you. For example, a JSON body for a field with the name employee_id:

{"author": "{{ note_author_access.extra_data.employee_id }}"}

What does the smart field send when the author has no value?

It sends an empty value. It also sends an empty value when no user wrote the note, for example a note from an integration. To send a fixed value in its place, add a default: {{ note_author_access.extra_data.employee_id|default:"unknown" }}

Can I use the smart field in an email or in other workflows?

No. It works only in the URL and the body of an API Call step, in a note-level workflow.

What if a user works in more than one Kolleno company?

Each company keeps its own values for the user. An Admin of one company cannot see or change the values of another company.