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.

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:

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 tagged 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

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.

In Header/Footer
Tagging a document with Extra Fields is done when the document is published.

If support for extra fields has been enabled for text documents under Documents » Settings » Header and Footer in Text Documents, or through the Insert Company and Document Information function for layout documents, the content of the extra field can 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.