Content Groups and Custom Fields

A content group is a set of ideas that share the same extra fields. Every idea belongs to one group. Use groups to keep different kinds of content apart, like “Reels”, “Blog posts” or “Client A”, each with the fields that kind of content needs.

Custom fields are the extra details you track on each idea in a group: a publish date, a platform, a product, who’s filming it, a rating. Every idea in the group gets the same fields, and you fill them in per idea.

Groups and their fields live on the Content Groups tab of Organize. There’s no sidebar entry for it: open Organize > Ideas and click the Content Groups tab at the top, or go straight to Content Groups.

Quick start (5 minutes)

1. Open Content Groups.
2. Click New Group.
3. Under Basic Information, type a Group Title, like “Reels”.
4. Under Selected Fields, click Add Custom Field. Change “new field” to “Publish Date” and pick date as the type.
5. Tick Start Date under that field, so ideas show on the calendar.
6. Click Add Custom Field again. Name it “Platform”, pick select, and add the options “Instagram” and “TikTok” (type each one and press Enter).
7. Click Create Group. You’ll see Group created!
8. Go to the Ideas tab, click New Idea and pick “Reels” as the Content Group. Open the idea and fill in its new fields under Custom Fields.

Open the Content Groups tab

1. In the sidebar, click Organize > Ideas.
2. Click the Content Groups tab (next to Ideas and Calendar).
3. Use the dropdown at the top left (Select group) to choose which group to look at.
4. Switch between the Fields and Settings tabs next to it.

The Fields tab shows the group’s title, its Color, its Brand, how many fields are set as Start date and End date, and the list of fields with a counter like 8 / 18 fields.

The Settings tab has Archive and, for brand Owners and Admins, Delete Group. See Group settings: Archive and Delete Group.

Archived groups stay in the Select group dropdown with an Archived badge, so you can open them and unarchive them.

Create a new group

1. Open Content Groups and click New Group. The Create New Group window opens.
2. Under Basic Information, type a Group Title. It’s required. The group is created in the brand shown above the title.
3. Add fields in one or both of these ways:
   • Import fields from existing groups (the Available Fields column): search for a group, open it and click + on a field to copy it. You can copy fields from groups in any brand you belong to. Only custom fields are listed. Click Load More to see more groups.
   • Add Custom Field (the Selected Fields column): adds a new field called “new field”. Type a name and choose a type.
4. For Select and Multi Select fields, type an option in the box under Options and press Enter. Repeat for each option. Click the x on an option to remove it.
5. For Date and Date And Time fields, tick Start Date or End Date if this date should place ideas on the calendar. See Put ideas on the calendar with Start and End Date.
6. To drop a field you added, click its bin icon.
7. Click Create Group. You’ll see Group created!

The new group appears in the Select group dropdown and is picked for you, so you see its fields straight away.

Example: A hair salon creates a “Before & After” group with Service (select: Color, Cut, Balayage), Stylist (user), Client consent (checkbox) and Post Date (date, ticked as Start Date).

Good to know

• Create Group stays greyed out until there’s a title and every field has a name. Two fields can’t share a name. You’ll see Field name must be unique or Field name is required on the card that needs fixing.
• Imported fields copy the name, type and options. An imported Orsa AI field also brings its prompt and settings. If the prompt uses fields the new group doesn’t have, edit it with Configure AI. See AI Fields.
• Every new group also gets the default fields. See Default fields every group has.

Group limits and naming rules

• No limit on groups. A brand can have as many groups as it needs.
• Up to 18 fields per group, counting the 6 default fields. So each group can have up to 12 custom fields. At the limit, Add field is greyed out and shows Field limit reached: 18. Create Group with more than 12 custom fields is refused with A group can have at most 12 custom fields.
• Group titles must be unique within a brand, and capitals don’t count (“Reels” and “reels” clash). Creating or renaming a group to a taken title shows A group with the same title already exists!
• Give every field in a group its own name. Don’t call a custom field Title, and don’t reuse a default field’s name (Status, Designs, Transcripts, Documents, AI Design Requests, Marketing Emails). The Create New Group window won’t let you, and renaming a field to a default field’s name is refused. Add field on an existing group doesn’t check names, so pick a new one yourself. Filters and Orsa AI field prompts find fields by name, so two fields with the same name get mixed up.
• There’s no limit on how many ideas a group can hold.

The default group: All Content Ideas

Every brand has one group called All Content Ideas. It’s there from the start and it can’t be removed. On its Fields and Settings tabs you’ll see a note that it’s a default group.

In the default group you can:

• Add custom fields, rename them, reorder them and delete them.
• Add your own Status options.

You can’t:

• Change its title or color. You’ll see Cannot edit default group title or Cannot update default group settings.
• Archive it or delete it (Cannot delete default group).

When you delete another group and choose to move its ideas, they move into All Content Ideas.

Default fields every group has

Every group starts with six fields. They’re marked Default on the Fields tab:

• Status (Select): where the idea is in your process. It drives the Kanban columns on the Ideas board.
• Designs, Transcripts, Documents, AI Design Requests and Marketing Emails: the idea’s Content Pieces. See Working on an Idea.

Default fields can’t be renamed or deleted. They show Non-editable, except Status, which has Edit Options.

Custom field types

Pick the type that matches what you want to record. The type can’t be changed after the field is created, so choose carefully. If you need a different type, make a new field.

How each field works on an idea

• Text, Number and Date/Date And Time: click and type, or pick from the date picker.
• Checkbox and Rating: click to tick or to pick the stars.
• Select and Multi Select: click and choose from the group’s options. To change the list, see Edit options for Select, Multi Select and Status.
• URL: click, paste a link in Paste URL… and press Enter. Add as many links as you need.
• Members: click Select users… and pick teammates from your brand.
• Files: click + Add file. A window opens with Linked Files, Brand Library, Search Web and Upload Panel, so you can pick or upload files.
• Design, Transcript, AI Design Request, Document, Marketing Email: click + Add design (or + Add transcript, + Add AI request, + Add doc, + Add email) and search for an item you’ve already made.
• Product: click + Add product and search your brand’s products and services. They come from the Products tab of your brand. See Products and Promotions.
• Orsa AI: click Ask Orsa AI to fill it in. See AI Fields.

Content fields compared with Content Pieces

An item can be a Content Piece on only one idea, but you can add it to a Design, Document or other content field on as many ideas as you like. Use a content field for extras, like an alternate cover or a design shared by several ideas. Performance on the idea page only counts designs under Content Pieces.

Add a field to an existing group

1. Open Content Groups and pick the group in Select group.
2. On the Fields tab, click Add field (or Add your first field if the group has none yet). You can also use the three dots next to the field counter, then Add field.
3. Type a Name, like “Shoot Date”.
4. Choose a Type.
5. Click Create. You’ll see Field created!

The field is added to every idea in the group, empty. For a Select or Multi Select field, add its options next. See Edit options for Select, Multi Select and Status.

Example: A bakery adds “Hero product” as a Product field to its “Weekly specials” group, so every special links to the item on sale.

Rename or reorder fields

Rename a field

1. On the Fields tab, hover over the field and click the pencil.
2. Type the new name.
3. Press Enter or click the check to save. Press Esc or click the x to cancel.

If an Orsa AI field’s prompt uses the old name (like {{Shoot Date}}), the prompt is updated to the new name for you.

Reorder fields

Hover over a custom field, then drag the grip on its left up or down. Default fields always stay at the top. The order you set is saved for you only, and it’s the order you see under Custom Fields on your ideas. Your teammates keep their own order.

Edit options for Select, Multi Select and Status

1. On the Fields tab, click the three dots on a Select or Multi Select field and choose Edit Options. For Status, click Edit Options on its row.
2. Type a new option in Enter new option and click Add (or press Enter). You’ll see Option added.
3. To remove an option, click its bin. You’ll see Option deleted.
4. Click Close when you’re done.

Good to know

• You’re asked to confirm before an option is deleted.
• On a Select field (including Status), ideas that had the deleted option are left empty.
• On a Multi Select field, ideas that had the deleted option together with other options may still show it. Remove it from those ideas by hand.
• The six standard Status options (Draft, In Progress, Review, Approved, Published, Archived) are locked. You can’t delete them or add them twice.
• You can add your own statuses, like “Scheduled”. The Kanban view only has columns for the standard statuses, so ideas with your own status appear under No Status there. See Planning Content with the Ideas Board.

Example: A social media manager adds “Waiting on client” to Status. In Table and filters it works like any other status.

Put ideas on the calendar with Start and End Date

Ideas show on the Calendar tab only when their group has a Date field set as the Start Date, and that date is filled in on the idea. An End Date field is optional. With one, the idea stretches across the calendar from the start to the end date.

Set it up on an existing group

1. On the Fields tab, find a Date field. Add one first if you need to.
2. Click its three dots and choose Set as Start Date.
3. Optionally, on a second Date field, choose Set as End Date. This option only appears once the group has a start date.
4. Check the Start date and End date rows at the top of the Fields tab. They show 1 field when set, or Not set.

Set it up when creating a group

In the Create New Group window, tick Start Date or End Date under a Date or Date And Time field.

Good to know

• A group has one start date and one end date. Setting a new one replaces the old one.
• On an existing group, use a Date field. Set as Start Date also shows on Date And Time fields, but it doesn’t take effect there yet. Ticking it on a Date And Time field in Create New Group does work.
• Remove as Start Date also removes the group’s end date.

Example: A yoga studio’s “Workshops” group has Promo starts (Start Date) and Workshop day (End Date). Each workshop shows as a bar on the calendar covering its promotion period.

See The Content Calendar.

Change a group’s title or color

1. Pick the group in Select group and stay on the Fields tab.
2. Title: click the three dots next to the field counter and choose Edit title. Type the new title and click the check.
3. Color: click the color swatch next to Color, pick a color, then click away to save.

The default group’s title and color can’t be changed.

Delete a field

1. On the Fields tab, click the three dots on the field.
2. Choose Delete Field.
3. Confirm with DELETE.

The field and everything filled in for it, on every idea in the group, are deleted for good. Designs, docs, files and other items linked through the field aren’t deleted. They’re only unlinked from the ideas.

If an Orsa AI field’s prompt uses the deleted field, edit that prompt too. See AI Fields.

Default fields can’t be deleted.

Group settings: Archive and Delete Group

Pick the group in Select group and click the Settings tab.

Archive

Turn the switch on to put a group away without deleting it. An archived group:

• Is hidden from the Ideas board (Table, Grid and Kanban, and Group by) and from the calendar.
• Doesn’t show up when you pick a group, like in New Idea or on Orsa AI’s idea cards.
• Is read-only. Its ideas can’t be created, edited, moved or deleted. Trying shows This group is archived.

It still shows in Select group on the Content Groups tab with an Archived badge. Turn the switch off to unarchive it, and the group and its ideas come back everywhere.

Each idea’s Activity tab always keeps a history of changes to its title, description, status, content pieces, custom fields and more. There’s no switch for it. See Working on an Idea.

Delete Group

Only brand Owners and Admins can delete a group. Members don’t see the Delete Group button.

1. Click Delete Group. A window asks What would you like to do with the ideas in this group?
2. Choose one:
   • Move ideas to default group: the ideas move to All Content Ideas. They keep their title, description, status and content pieces. The values in this group’s custom fields are deleted.
   • Delete all ideas permanently: every idea in the group is deleted, for good. This can’t be undone.
3. Click Delete Group & Move Ideas or Delete Group & Ideas.

You’ll see Group deleted. Ideas moved to default group. or Group and all ideas deleted. Either way, the designs, scripts, docs and emails linked to the ideas aren’t deleted. They stay in Create.

The default group can’t be archived or deleted, and its Archive switch is greyed out.

Ideas for using content groups

One group per content format Give each format the fields it needs.

Example: A café uses “Reels” (Shoot date, Audio, Filmed by), “Carousels” (Slides, Post date) and “Newsletter” (Send date, Marketing Email).

One group per client (for freelancers) Keep each client’s ideas and approval details apart in the same brand.

Example: A freelance social media manager has “Client A - Dental” and “Client B - Gym”, each with a Client approved checkbox and a Post date set as Start Date.

A campaign or season group Group a launch’s ideas together with start and end dates, so the whole campaign lines up on the calendar.

Example: A boutique’s “Summer Sale” group has Teaser date (Start Date), Sale ends (End Date) and a Product field for the featured item.

Track who does what Add a Members field like “Designer” or “Filmed by”, then filter the Ideas board on it to see each person’s list.

Score ideas before you make them Add a Rating field called “Potential” and sort the Table by it to pick the strongest ideas first.

Tips for the best results

Plan your groups before you make them. Ideas can’t be moved between groups from the idea page, so pick the right group when you create an idea. Two to four groups covers most small teams.

Archive a group you’re done with instead of deleting it. Archiving hides it and keeps its ideas safe. You can unarchive it any time.

Add a Start Date field to every group you schedule. Without one, that group’s ideas never show on the calendar.

Use Select instead of Text for anything you’ll filter on. “Instagram” and “instagram “ look the same to you, but filters with is treat them as different. A fixed list of options keeps it consistent.

Keep field names short and clear. Names show as labels on every idea, and Orsa AI field prompts use them as {{Field name}}. “Post date” is easier than “Date we plan to post this”.

Pick the right type the first time. A field’s type can’t be changed later. Changing it means a new field and filling it in again.

Import fields to keep groups consistent. Use Import fields from existing groups so “Post date” and “Platform” are set up the same way in every group.

Move ideas before you delete a group. Choose Move ideas to default group unless you’re sure you don’t need them. It’s the only way to keep the ideas.

Common questions

I can’t find Content Groups in the sidebar. It has no sidebar entry. Open Organize > Ideas and click the Content Groups tab, or use this link.

A group and its ideas disappeared from the Ideas board. The group is probably archived. Open the Content Groups tab, pick the group (it has an Archived badge) and turn off Archive on its Settings tab.

I can’t see the Delete Group button. Only brand Owners and Admins can delete groups. Ask one of them.

It says “A group with the same title already exists!” Each group in a brand needs a different title. Change the title a little, like “Reels 2025”.

Creating a group fails with “Failed to create group”. Check that no field is called Title or uses a default field name (Status, Designs, Transcripts, Documents, AI Design Requests, Marketing Emails), and that no two fields share a name.

Add field is greyed out. The group has 18 fields, the most allowed. Delete a field you don’t use.

Renaming a group shows “An unexpected error happened”. Another group in the brand probably has that title already. Pick a different title.

Renaming a field shows “An error happened!”. The new name is probably a default field’s name, like Status or Designs. Pick a different name.

I can’t edit or delete the default group. All Content Ideas is fixed. You can add, rename and delete its custom fields and add Status options, but you can’t change its title, color or settings, or delete it.

I created a group, but I still see the old one. The page stays on the group you were looking at. Pick the new group in the Select group dropdown.

My ideas don’t show on the calendar. Their group needs a Date field set as Start Date, and each idea needs that date filled in. Check the Start date row on the group’s Fields tab.

I clicked Set as Start Date and saw “An unexpected error happened”. Reload the page and check the Start date row on the Fields tab. The change is usually saved even when this message shows. If it still says Not set, check that the field is a Date field, not Date And Time.

Set as End Date isn’t in the menu. It only appears after the group has a start date. Set a start date first.

My ideas lost their custom field values. This happens when a field is deleted, or when the ideas’ group is deleted with Move ideas to default group. Custom field values can’t be brought back.

I deleted a Select option. What happened to ideas that used it? On a Select field, those ideas are now empty for that field. On a Multi Select field, check the ideas that had it alongside other options and remove it by hand.

I added a status, but there’s no Kanban column for it. Kanban only has columns for the standard statuses. Ideas with your own statuses appear under No Status there. They work as normal in Table, Grid and filters.

I archived a group. Are its ideas gone? No. They’re hidden from the board, the calendar and group pickers, and they’re read-only. Unarchive the group to bring them back and edit them again.

Can I move an idea to another group? Not from the idea. The group is chosen when you create the idea. Deleting a group with Move ideas to default group moves all its ideas to All Content Ideas.

Can I change a field’s type? No. Create a new field with the type you need, fill it in, then delete the old one.

Does changing the field order change it for my team? No. The field order is saved for you only.