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Create dynamic/form fields

What is it
A dynamic field is a placeholder field for any value that you would want to insert into a document as well as being the basis for one or more conditions.

Who is it for
Dynamic fields are typically created by users that create content for documents or forms. These users are often content experts, but can also be external experts.

Important: Take the time to create dynamic fields and think it through. Creating them on the fly could cause doubles like ‘expiry date’ and ‘exp. date’ or misspelling. This can result in not being able to find data back as a dynamic field is also part of the meta-data.

Why use dynamic fields?

Dynamic fields serve as a placeholder for information in a text. This means you can create a document with standardized text and insert dynamic fields at places where values may vary. You can use them in templates, text blocks and forms.

Examples: Names, email addresses and numbers in an employee contract. The person filling in this employee contract (out of a template or form) only needs to go through the list of the dynamic field instead of the whole document. To create the end document, the dynamic fields will be replaced by the text or values that the person inputs

Dynamic fields also are the basis for conditions. That means you are able to create dependencies on certain values.

Example: If we stick to the example of an employee contact, an example could be: When postal code is higher than x, add a drop down menu and ask how the employee travels (for example: car, public transport or bike). More about conditions can be read in this guide.

The fields also are part of the meta-data. This means that you can search for documents on dynamic fields and find them  back a lot faster.

Another advantage of using dynamic fields is that you can limit the input of the fields. You can limit the amount of words, require the input to be numbers or you can create a drop down field. The person filling in this field, can only choose from the given values that you created.

Example: An example of a drop down field could be ‘Department’. The drop down could exist of: Sales, Supply Chain, Finance and Other.

Note: There is no limit to what can be set as a dynamic field.

How to create different types of dynamic fields

Short answer

A dynamic field with an input that requires a short answer, is an open field where text can be inserted. A few examples for short answer are name, department and policy number. The maximum length is 200 characters.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Short Answer‘.
  3. Click on ‘New Fields‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Add a placeholder. A placeholder describes what the user filling in this field will see. It will temporary fill in the field and will be replaced by the input of the user. For example: ‘Enter employees wage’. or ‘Enter the name of the employee’.
  7. Fill in a maximum length that the answer may be. If you leave it open, the maximum length will be 200 characters.
  8. Add a suffix or a prefix if needed. The suffix will always be added to the end of the short answer. The prefix in front. For example: in ‘€100’ the Euro sign is a prefix and in 100€ the Euro sign is a suffix.
  9. Tick the box if the field is required to be filled in when it’s added to a document, form or text block.
  10. Save it.

Long answer

This dynamic field almost works the same as a short answer. The only difference it the maximum length: a long answer can be up to 5000 characters. An example of using this dynamic field is when you would like to give the user filling it in space to leave a comment or provide additional information.

Address

Dynamic fields for addresses have default fields for street, postal code, city and country. You can remove the last three fields.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects’> ‘Manage form fields’.
  2. Click on ‘Address‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Tick the boxes of the address fields that you would like to include.
  7. Change the default value if you prefer.
  8. Select the country if you would like it to be default.
  9. Tick the box if the address fields are required to be filled in.
  10. Save it.

Number

A dynamic field can also be used for numbers. A few examples are: wages, days off or hours per day. You can set a minimum and a maximum limit.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Number‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Add a placeholder. A placeholder describes what the user filling in this field will see. It will temporary fill in the field and will be replaced by the input of the user. For example: ‘Enter employees wage’.
  7. Add a minimum and maximum for the number. If limiting is not needed, leave it empty.
  8. Fill in a default value if you prefer. This default value will prefill the placeholder, but can be edited. For example: A company offers most of its employees 20 days off per year. The default value will be 20.
  9. Add a suffix or a prefix if needed. The suffix will always appear after the number. The prefix before. For example: in ‘€100’ the Euro sign is a prefix and in 100€ a suffix. Leave open if you don’t need it.
  10. Fill in a decimal cutoff. All numbers after the amount you filled in, won’t show. For example: you set the decimal cutoff at 2. Then 5,0234 will be cutoff to 5,02.
  11. Add thousands separator of you prefer. It refers to the comma that comes when numbers reach the thousand place. For example: 10000 will be 10,000. Click in the drop down. You can choose to have a dot or comma as a separator.
  12. The decimal separator is set as a dot. If you prefer to have this separator as a comma, change it by using the drop down.

    Note: make sure that the thousands separator is different from the decimal separator.
  13. Tick the box ‘Decimal Dash‘ if you would like two zeroes as decimals to be changed into a dash. An example can be: €400,00 (four hundred euro’s) will turn out into €400,-.
  14. Tick the box if this dynamic field is required to be filled in.
  15. Save it.

Email

Create this type of field if you need an email address as data. There will be checked whether or not the field contains an email address.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields’.
  2. Click on ‘Email‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Add a placeholder. A placeholder describes what the user filling in this field will see. It will temporary fill in the field and will be replaced by the input of the user. For example: ‘Email address employee’.
  7. Fill in a default value if you prefer.
  8. Add a suffix or a prefix if you prefer. A suffix will appear after the input and a prefix before.
  9. Tick the box if this dynamic field is required to be filled in.
  10. Save it.

A drop down field is used to let the user filling in the document choose a value from the list presented. An example would be: What is your civil status? The drop down would exist of the following values: ‘Married’, ‘Divorced’, Single’ and ‘Widowed’.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Drop down‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Add a placeholder. A placeholder describes what the user filling in this field will see. It will temporary fill in the field and will be replaced by the input of the user. For example: ‘Job function employee’.
  7. You can select a default value after you filled in the drop down options.
  8. Fill in the drop down options. For example: Senior Analyst, Sales Manager and Intern.
  9. You can change the order of the options by clicking and holding the dots on the left side of the option and drag it where you would like it to have.
  10. Tick the box if the drop down field is required to be filled in.
  11. Save it.

Checkbox

A checkbox is mostly used as a confirmation. An example could be: ‘I acknowledge that I have read and fully understand the above information’.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Checkbox‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Tick the box if you would like the box to be checked by default. Otherwise, leave it unchecked.
  7. Tick the second box if the box is required to be checked.
  8. Save it.

Date

Most of the time multiple dates need to be filled in a document. Think of date of birth, effective date and expiry date. All types of dates can get their own dynamic field and have their own settings.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Date‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. If the date that has to be filled in must be between two dates, fill in the min and the max date. The user filling in this field doesn’t have the option to choose a date earlier or later than the two boundaries. Leave the boundaries empty if not needed.
  7. Fill in a default value if you prefer. Otherwise, leave it open.
  8. Add a suffix or a prefix if you prefer. Otherwise, leave it open. A suffix will appear after the input and a prefix before.
  9. Choose a render format. We recommend to choose a format and use that for all ‘Date’ dynamic fields.

    Note: if you choose the format dd. month, the user would still need to input a year. In the document it won’t show up.
  10. Tick the box ‘Current Date‘ if the date needs to be the current date at the moment of filling in.
  11. Tick the box if the date is required to be filled in.
  12. Save it.

Contact

By using this type of field, it’s possible to use the information of your contact as an input.

This is a highly customizable field, as you can also require information from contact tags and additional fields.

What are contact tags and fields

Contact tags can be attached to contacts. Think of ‘Employee’, ‘Customer’ and ‘Supplier’. This is extra information and can also be used to filter or categorize contacts.

These tags can also carry additional contact fields. The contact module contains a standard set of fields. Think of first name, last name and title. You can attach customized contact fields to contact tags. Using an example of a contact that is tagged by ‘Supplier’, you can create extra fields for this contact that need to be filled in. Think of ” Type of goods’ and ‘Shipping Method’. When creating a new contact and adding the tag ‘Supplier’ the additional fields will show up and need to be filled in.

To learn how to create contacts, click here. To learn how to create tags click here. And to learn to create contact fields, please click here.

  1. Click on ‘Documents‘ >  ‘Manage Dynamic Fields‘. For form fields, click on ‘Prospects‘> ‘Manage form fields‘.
  2. Click on ‘Contact‘.
  3. Click on ‘New Field‘.
  4. Give this field a suitable name and save it.
  5. Click on the pencil-icon to edit the dynamic field.
  6. Edit the name of placeholder if you prefer.
  7. Choose if the required contact should be an individual or an organization.
  8. Choose from the drop down menu which contact properties you would like to make available for the person creating a template or form. You can multi-select by holding shift.
  9. If necessary, choose from the drop down menu additional fields that need to be used for this contact.
  10. Select a contact tag. This will let the user filling in this dynamic field, search through specific contacts that have this contact tag.
  11. Tick the box if the date is required to be filled in.

Extra fields for Prospects module

There are four other dynamic fields that are only able to be made and used in the Prospects module.

Table

The table exist of two rows and two columns that will completely be filled in by the user creating the product. The user filling it in can extend the table as much as needed. Tables can be used to organize and make textual or numerical data easier to read. Think of an overview of fees in an employee contract or type of raw materials in a supplier contract.

  1. Click on ‘Prospects‘ > ‘Dashboard‘.
  2. Click on ‘Manage form fields‘.
  3. Click on ‘Table‘.
  4. Click on ‘New Field‘.
  5. Give this field a suitable name and save it.
  6. Click on the pencil-icon to edit the dynamic field.
  7. Tick the box if the table is required to be filled in.
  8. Save the field.

Product field

This is a field where you can select a product from the platform and insert it into a certain place in the product you’re creating. This means you’re able to insert a created product into a product. This field is often used in case of referring to another product. To keep the integrity of the inserted product, it cannot be edited.

  1. Click on ‘Prospects‘ > ‘Dashboard‘.
  2. Click on ‘Manage form fields’.
  3. Click on ‘Product‘.
  4. Click on ‘New Field‘.
  5. Give this field a suitable name and save it.
  6. Click on the pencil-icon to edit the dynamic field.
  7. Choose from the drop down a blueprint of which the product can be selected.
  8. Tick the box if selecting a product is required.
  9. Save the field.

Editor field

Instead of a long or short answer field, it’s possible insert an editor field. The editor will pop up and the user will be able to type text and customize it. Think of bold and italicized letters, but also aligning and adding a table. You as a user that creates this field can enter a default text. This text can be edited/removed by the user filling it in. The editor field does not have a word limit.

Note: It is not possible to add dynamic fields or text blocks in here.

    1. Click on ‘Prospects‘ > ‘Dashboard‘.
    2. Click on ‘Manage form fields‘.
    3. Click on ‘Editor Field‘.
    4. Click on ‘New Field‘.
    5. Give this field a suitable name and save it.
    6. Click on the pencil-icon to edit the dynamic field.
    7. Click on ‘Open Editor‘ if you would like to add default text. Note that this text can be edited or removed by the user filling in the product.
    8. Tick the box if using the editor is required.
    9. Save the field.
    Updated on July 6, 2023

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