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

This article explains how to create Extra Fields and where in the system you can use this function.

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.

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How to Create Extra Fields

💬how_extrafields To add Extra Fields, click +, name the field, and select a field type. Extra fields are then sorted either alphabetically or chronologically.

💬 The available field types are Text Field, Value List, Name List, and Date Field. 
To rename or add content, click the list icon for the respective extra field.

💬 To remove options that have been used in an extra field, we recommend disabling the option so that it remains searchable but can no longer be used. Deactivation is done for each option in the extra field under the pen icon.

Note: Only the Value List field type allows you to disable an option.

What the Different Field Types Mean:

  1. extraField_typesText 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.
  2. Valuelist: Lets you define selectable values for the extra field. Only one option can be chosen during publishing.
  3. Names list: Enables the selection of users who can be tagged in the document during publishing. Only users with access to the Document module can be selected.
  4. Date field: Allows the publisher to tag the document with a specific date.

 

How to Use Extra Fields

extraF_publishIncorporating 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.

 

 

 

  1. 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.

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  2. 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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