Dependent custom fields

Dependent custom fields allow you to build out one level of a cascading relationship between custom fields.

Who can use this?

Plans:

Brandfolder

Permissions:

Owners and Administrators can add dependent custom field relationships to their custom fields.

Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.

The dependent relationship can only be built on custom fields with defined values. You cannot make a custom field with free-text input a parent row in the dependency hierarchy.

This image shows a nested custom field relationship.

First ensure custom fields are enabled and set up on your Brandfolder. Also, note you can only use custom field keys that already exist in your Brandfolder when setting up dependencies. Learn more about ensuring custom fields are enabled and creating custom fields.

Setting up dependent custom fields

The Dependency view tab allows you to add and remove dependent relationships between custom fields.

Navigate to Settings > Bulk Management > Custom Fields.
Select the Dependency view tab.
Select + Add dependent custom fields.
Download a CSV template of your current custom field key and values.
Add dependent custom fields to existing values by listing them in the dependent custom fields column in the CSV template. Separate multiples with a semicolon ;
Upload your CSV.

The following are not supported in the dependent custom fields CSV upload: Creating, updating and renaming custom field keys, deletion of dependencies, and more than 12 child keys in a row.

This image shows a csv with dependent custom fields.

In the CSV above, if Podcast Banner is selected as the Media value, then the dependent custom field box Podcast Episode will appear. If Social Media Post is selected as the Media value, then the custom field box Social Media will appear. Note that Podcast Episode and Social Media are existing custom fields for this Brandfolder.

CSV error messages

Error message	Meaning
[Row X] - You've reached the maximum of 12 dependent custom fields for a given parent value, so [Ex 1] and [Ex 2] were not added as dependent custom fields.	You entered more than 12 semicolon delimited values in the Dependent Custom Fields column for a given row. Only the first 12 dependencies were created.
[Row X] - We're sorry, only one level of dependency is currently available for custom fields.	You tried to make a dependent custom field the parent for another field. OR You made a parent field a dependency on another field.
[Row X] - We're unable to add [Example] as a custom field using this CSV. To add or edit custom fields and values, go to General Settings in Brandfolder.	You entered a custom field key, in the CSV that is not a current custom field key associated with the Brandfolder. You need to set the key up in General Settings.
[Row X] - We're sorry, dependencies can only be set up on custom fields that have a defined list of values.	You cannot set up a dependency on a custom field without values, for example, a custom field that allows users to type in free text.
[Row X] - We're unable to add [Example] as a value using this CSV. To add or edit custom fields and values, go to General Settings in Brandfolder.	You entered a value, [Example], in the CSV that is not a current custom field value associated with the Brandfolder. If you want to use this value set it up in General Settings.

Removing dependencies

Navigate to Settings > Bulk Management > Custom Fields.
Select the Dependency view tab.
Select the kebab menu button.
Choose Remove Dependency.
A new modal will appear, select the custom field you want to remove as a dependency.
Select Save.

This image shows the dependency tab in bulk management.

Requiring custom fields and dependencies

Parent field required	Child field required	Result
Yes	Yes	Users will have to fill out both fields before moving on to uploading assets.
Yes	No	Users will have to fill out the parent field before moving on, but users can bypass the child fields if they wish.
No	Yes	Users will not be prompted to fill out the parent or child field when uploading assets. We do not recommend requiring a child field without also requiring the parent field.

Multi-value custom fields and dependencies

Each value in multi-value custom fields can produce its own dependencies. If two or more values are selected both value dependencies display. However, multiple values together cannot produce dependencies.

For example, if the custom field key Color is multi-select, the values Blue and Red could each have their own Dependent Custom Fields. A dependency that only shows when both are selected cannot be created.

Custom field sort order and dependencies

Anywhere that custom fields are viewed they will respect the order that is defined in Bulk Management in the preferred order drop-down. There are two exceptions:

In the overview tab of the asset modal, all parent fields will be sorted relative to the defined sort order. Children fields will be nested underneath and sorted relative to each other according to the defined sort order.
If you are selecting values for the first time in the asset modal, once you select the value that triggers the dependency, the dependent field will display immediately below the current field.

Applies to

Capabilities

Who can use this capability