Introduction
Field Groups help organize related fields into a structured entity, improving data management and document automation. Following best practices for Field Group configuration ensures consistency, efficiency, and accuracy when handling structured data.
Use Meaningful and Descriptive Field Group Names
- Choose names that clearly define the purpose of the group.
- Avoid vague names that could cause confusion.
Example: “Organization” , “Customer Information” or “Employee Details”.
Ensure Fields Belong to the Right Field Group
- Group fields logically based on their context.
- Do not mix unrelated fields within the same group.
Example: The “Organization” Field Group should include fields such as Name {Org_Name} , Incorporation Certificate Number {Org_ID}, and Headquarter Address {Org_Address}.
Configure Field Properties Correctly
- Assign appropriate data types to each field:
- String: Use for text-based data such as names, descriptions, and addresses.
- Number: Use for numerical values such as IDs, prices, or quantities.
- Date: Set date-type fields for timestamps, issued dates, and deadlines.
- Dropdown & Radio Buttons: Use for predefined selectable values, ensuring uniform data entry.
- Function: Use formula-based fields to automate calculations and data transformations.
- Use placeholders and tooltips to guide users:
Placeholder Example: “Enter full company name” for a {Company_Name} field.
Tooltip Example: “Enter a unique ID assigned to the entity” for {Org_ID}.
- Set required fields for critical data: Ensure that fields essential for processing documents are marked as mandatory.
Example: {Customer_Email} should be required for customer-related forms.
- Ensure fields are validated based on data type:
- Restrict text fields to alphanumeric values if necessary.
- Set constraints on numerical fields to prevent invalid entries.
- Review and test field properties to ensure they function correctly before finalizing configurations.
Set Display Order for Better User Experience
- Arrange fields logically to enhance usability.
- Assign Display Order values to control field arrangement.
- If multiple fields have the same order, they will be sorted alphabetically by Field Key.
Create Field Group Data Efficiently
- Ensure all necessary fields are configured before entering data.
- Use auto-fill functionality like OCR where possible to minimize manual input.
- Validate the data before saving to avoid errors.
Regularly Review and Update Field Groups
- Periodically check Field Groups for accuracy and relevance.
- Update or remove obsolete fields to keep data management efficient.
- Ensure consistency across different Field Groups to improve automation.
Manage Field Group Data Properly
- Keep data entries up to date by editing outdated information.
- Delete unnecessary Field Group Data to prevent clutter.
- Use naming conventions to make data retrieval easier.
Summary
Properly configuring Field Groups enhances data structure, improves document automation, and ensures consistency across templates. By following these best practices—using meaningful names, logical grouping, clear naming conventions, and accurate field properties—you can create an efficient and scalable system for managing Field Groups and Field Group Data.