Best Practices for Template Fields Configuration

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Introduction

Configuring template fields effectively ensures data accuracy, improves user experience, and enhances document automation. Following best practices for template fields configuration allows for seamless integration, better organization, and efficient data management.

Use Clear and Consistent Field Keys

  • Ensure each field key is unique and enclosed in {}.
  • Use a structured naming convention, especially when fields belong to a specific entity.
    Example: {Client_Name}, {Client_Email}, {Client_Phone}.
  • Maintain consistency across templates to ensure easy data mapping and auto-fill functionality.

Define Field Labels Properly

  • Labels should be user-friendly and clearly describe the field’s purpose.
    Example: Instead of “Name,” use “Recipient Name” for clarity.
  • Avoid using overly technical or ambiguous terms in field labels.

Use Placeholders to Guide Users

  • Add placeholder text to help users understand what information is expected.
    Example: {recipient_name} → Placeholder: “Enter recipient’s full name.”
  • Keep placeholders concise but informative.

Choose the Right Data Type

  • Assign appropriate data types based on field usage:
    • String: Names, addresses, and general text inputs.
    • Number: Numeric values such as prices or quantities.
    • Drop-down & Radio: Predefined selectable values.
    • Date: Selectable date fields.
    • Function: Formula-based calculations.
  • Selecting the right data type ensures accurate data input and validation.

Configure Data Options Correctly

  • Ensure data options are properly set based on the field type.
  • For drop-downs and radio buttons, define a clear list of selectable values.
    Example: {client_gender} → Data options: “Male; Female; Other.”
  • For function fields, utilize formulas to automate calculations and data validation.

Available Formulas for Function Type Fields

  • SUM([{field1}, {field2}]): Adds the numeric values of field1 and field2.
    Example: SUM([{price}, {tax}]) calculates the total amount by adding the price and tax.
  • UPPER({field}): Converts the text in the field to uppercase letters.
    Example: UPPER({client_name}) transforms “John Doe” into “JOHN DOE”.
  • IF({field} > X, “A”, “B”): Evaluates a condition; if field is greater than X, it returns “A”, otherwise it returns “B”.
    Example: IF({age} > 18, “Adult”, “Minor”) returns “Adult” if the age is over 18; otherwise, it returns “Minor”.
  • CONTAINS({field}, “@”): Checks if the field contains the “@” character, commonly used to validate email addresses.
    Example: CONTAINS({email}, “@”) returns true if the email field includes “@”, indicating a valid email format.
  • TODAY(): Returns the current date.
    Example: TODAY() might output “March 26, 2025”.
  • TEXTSPLIT(“.”, {field}): Splits the text in field into an array using the period “.” as a delimiter.
    Example: TEXTSPLIT(“.”, {full_name}) splits “John.Doe” into [“John”, “Doe”].
  • EQUALS({field}, “X”): Checks if the value in the field is exactly equal to “X”.
    Example: EQUALS({status}, “Approved”) returns true if the status is “Approved”.
  • ARRAYINCLUDES([{field}], [“X”, “Y”]): Determines if the array in field includes either “X” or “Y”.
    Example: ARRAYINCLUDES([{roles}], [“Admin”, “Editor”]) returns true if the roles field contains “Admin” or “Editor”.

Use Required Fields for Critical Data

  • Mark fields as required if they contain essential data.
    Example: {client_email_address} should be required to ensure valid contact information.
  • Avoid making too many fields mandatory, as this may hinder the user experience.

Group Related Fields for Better Organization

  • Group fields based on their context or entity for easier management.
    Example: Fields related to an investor can be grouped under “Investor Group.”
  • Proper grouping is essential for auto-fill functionality and OCR integration.
  • The Default Group contains all extracted fields before manual organization.

Set Display Order for Better User Experience

  • Arrange fields logically to improve the document-filling experience.
  • Assign a Display Order value for each field.
  • If multiple fields have the same display order, they will be sorted alphabetically by field key.

Validate Fields Before Saving

  • Review field configurations to ensure accuracy and completeness.
  • Confirm that the required fields are correctly set.
  • Verify that field keys, labels, and data types align with the intended use.

Save & Test the Template Configuration

  • Click Save → Save and Fill to apply the configuration and test document creation.
  • Click Save → Save Template Fields to store the configuration for future use.
  • Generate sample documents to ensure fields populate correctly.

Regularly Review and Update Field Configurations

  • Periodically check field settings to align with evolving requirements.
  • Update field keys, labels, or data types if necessary.
  • Remove outdated or unnecessary fields to maintain efficiency.

Summary

Effective template field configuration enhances document automation, improves accuracy, and ensures a smooth user experience. By following these best practices, you can use consistent field keys, define labels clearly, choose the correct data types, and group fields logically. You can create well-structured templates that streamline workflows and optimize data management.