Extra Fields provide the ability to enhance a document’s searchability.

Via Documents » Settings under the Extra Fields section, you can manage extended information that can be linked to a document. Extra Fields can be searched via Query Builder, added to a document’s header and displayed alongside the document number.

How to Create Extra Fields

Så skapar och redigerar du Extrafält

To add Extra Fields, click on +, assign a name to the field, and select the fieldtype. If you choose to create an extra field of the Value List or Name List type, you will need to add your values. This is done by clicking the icon to the left of the extra field's name.

Rename or delete an extra field

To rename an extra field, click on the field's name. You also have the option to delete the current extra field here.

Edit values in value lists

To modify values in a value list, click the icon to the left of the extra field's name. This will open a list of all values. You can remove a value using the trash can icon or edit a value by clicking the pencil icon. You also have the option to deactivate a value, which might be preferable to deleting it. Deactivating a value keeps it visible in old documents where it has been used but prevents it from being selected in new documents—an excellent way to organize without losing history. Note that only the Value List field type allows you to deactivate a value.

Edit values in name list

To modify values in a name list, click the icon to the left of the extra field's name. This will open a list of all names, allowing you to add or remove names.

What the Different Field Types Mean:

Text field: Allows the user to enter any text when publishing. Note: The system does not limit the number of characters, which may affect elements like a document header.
Valuelist: Lets you define selectable values for the extra field. Only one option can be chosen during publishing.
Names list: Enables the selection of users who can be chosen in the document during publishing. Only users with access to the Document module can be selected.
Date field: Allows the publisher to tag the document with a specific date.

How to Use Extra Fields

Incorporating Extra Fields into a document during publishing allows for the addition of customizable information, which enhances metadata for improved searchability and organization. This process ensures that all pertinent data is captured, facilitating retrieval and management, while optimizing workflows through precise categorization and filtering. There is also the option to add an extra field as a mandatory field to ensure that the information in the field is always completed when a document is published.

Add an extra field as part of the Document Number
Which extra fields can be added and how they should be presented together with the document number are managed under Advanced Settings.
Add an extra field in Header/Footer
You can also add extra fields, such as in the header of your documents, to clarify information like document classification. In text documents, this is done through the header and footer settings under Documents » Settings » Header and Footer in Text Documents. In layout documents, the information must be manually inserted into your documents using the Insert Company and Document Information function, allowing the content of the extra field to be displayed in the document.

💬 Note: Profiles with the administrate setting Access to edit document information on all published documents can add or modify content in Extra Fields, even after a document has been published.

Search in Query Builder Using Extra Fields

Both in Standard and Advanced search within Query Builder, your created extra fields are available, allowing you to build smart search queries.

Standard

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Advanced

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