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Import & metadata

Create custom metadata the AI can extract

Add your own metadata fields and write descriptions the AI can use to find the right value.

Written By Sebastian

Last updated About 6 hours ago

If the reference fields don't cover something you need to track, such as a cost centre, a project number or a price adjustment rule, create your own field. With a good description, the AI fills it in for every new document.

Available on all plans · Owners and Admins

Create a field

  1. Go to Account Settings → Metadata and open the Account tab.

  2. Click +.

  3. Under General information, enter a Name, choose the Type and write a short Description of what the field contains.

  4. Under Specify relevant document types, choose Use for all, or Select document type to pick the types the field applies to. Choose None for fields you only fill in by hand.

  5. Under AI Settings, turn on Use this metadata in AI analyses. Complete the Prompt and add Keywords (type a keyword, then click Add). Or click Fill with AI: fynk writes a prompt and keywords from your name and description. Adjust them if needed. The How to write prompts panel shows good and bad examples.

  6. Click Create.

New fields apply to documents analysed from now on. To fill them for existing documents, see Fill new metadata on existing documents.

Write descriptions that work

  • One fact per field. "Contract value" and "payment interval" are two fields, not one.

  • Be specific about where to look. "The notice period for the customer, usually in the termination clause" works better than "Notice".

  • Say what to return. "Return the cost centre number only, without text".

  • Say what to do if it's missing. "If no cost centre is mentioned, leave empty".

  • Phrase it positively. Tell the AI what to find rather than what to ignore.

  • Split repeating items. If a contract covers several products with their own terms, create a field per product or use a multi-line text field.

  • Finish the sentence. The prompt starts with "Extract the metadata "{name}" out of the document, which is defined as:". Write the rest so it completes that sentence.

Test before you roll out

  1. Upload 2–5 documents that contain the value, and some that don't.

  2. Check the results and refine the description.

  3. Test again with a newly uploaded document, not the same one.

  4. When the results are reliable, run the field across your existing documents.

Good to know

  • You can't change the data type later, so choose carefully. Use text for IDs and numbers with leading zeros.

  • The AI only extracts what's written in the document. It can't look up information elsewhere, and a prompt can't refer to other metadata fields.

  • The AI isn't reliable for calculations, such as adding up several amounts. Extract the parts and calculate in an export.

  • Keep the number of custom fields manageable. Every field you add to the AI analysis makes the analysis longer.

  • The description is shown to users as context for the field. Fill with AI also uses it to write the prompt and keywords, so it only gives good results with a clear description.

  • A Multi-line text field can have the AI write a short statement about one aspect of the document, for example how liability is limited.

  • You can't import field definitions or your own values in bulk, for example from Excel. Create fields here one by one. To set values for many documents, use the bulk action Manage metadata in the document list, or the API or MCP.

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