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How does the Document Field Library work

The Document Field Library is designed to manage reusable fields across multiple Document Templates. By creating a shared field structure, users can ensure consistency, enable cross-template reporting, and improve efficiency when building templates.

 

Creating Fields

  • Fields can be created:

    • Directly within the Document Field Library, or

    • On-the-fly while building a Document Template

  • Once created, fields are automatically added to the Field Library for reuse.

 

Field Naming Rules

  • No two fields of the same type can have the same label (e.g., two date fields cannot both be labeled “Date”).

Field Configuration

  • All field settings (e.g., Required, Default Value, etc.) available in the Document Library are also available in the Field Library.

  • Fields include metadata such as:

    • Type

    • Label

    • Associated Templates

    • Required 

    • Copy field value on Duplicate

    • Log Page Order

Deleting Fields

From a Document Template

  • Fields can be removed from a specific template if no entries exist for the template. If entries exist, the field can only be set to not display.

  • Existing entries retain their data; new entries will not include the field.

  • Deleted fields will not appear when duplicating an entry.

     

From the Field Library

  • Only Account-created fields can be deleted. 

  • Deleting from the Field Library prevents future use but does not remove the field from existing templates.

  • Deleted field names can be reused.

  • FACS Standard Fields (used in FACS standard templates) and Fixed Fields (e.g., Assignee, Creator, Reference) cannot be deleted, only archived.

 

Usability Notes

  • Changes to a field (e.g., label or type) affect all templates that use the field.

  • Some field types may not allow certain changes if they would disrupt existing data.

  • Deletion is isolated—removing a field from one template doesn’t affect others.

     

Location

Document Library > Document Template > Layout

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.