This help article explains how to create, configure, and use custom data properties to extend your document capabilities beyond the standard fields.
What is Custom Data?
Custom Data enables you to define and use your own document properties as a complement to the default properties that all documents have (such as company name, document title, and creation date). This feature allows you to capture and organize information that's specific to your business needs and processes.
Instead of being limited to standard document fields, you can create custom properties like Project ID, Purchase Order Number, Department, Industry Type, or any other data points relevant to your workflow.
Why Use Custom Data?
The default document properties don't cover every business need, but adding all possible properties for everyone would create unnecessary complexity. Custom Data solves this by letting you define exactly the properties you need for your specific use cases.
Key Benefits:
Better Organization: Filter and search documents using criteria relevant to your business
Improved Workflow: Set up conditional logic based on your custom properties
Enhanced Tracking: Monitor documents by project, department, or other custom categories
Flexible Data Management: Adapt the system to your unique business requirements
Custom Data Capabilities
Custom Data includes three main functionalities that work together:
1. Custom Data Settings
Configure what custom data properties can be used on documents, templates, and rooms.
2. Custom Data in Conditional Logic
Set conditions based on your custom properties to show or hide content dynamically.
3. Filter and Search on Custom Data
Search and filter documents in contract management using your custom properties.
Setting Up Custom Data Properties
Creating Custom Properties
Navigate to your organization settings
Select "Custom Data" from the menu
Click "Add New Property"
Configure your property:
Property Name: Choose a descriptive name (e.g., "Project ID")
Property Type: Select from text, number, dropdown, date, or checkbox
Required/Optional: Determine if the field must be filled
Default Value: Set a default if applicable
Property Types
Text Fields
Free-form text input
Ideal for names, descriptions, or reference numbers
Example: Project Name, Client Reference
Number Fields
Numeric values only
Perfect for IDs, quantities, or monetary values
Example: Purchase Order Number, Budget Amount
Dropdown Lists
Predefined options for consistent data entry
Great for categories, departments, or status fields
Example: Industry (Healthcare, Finance, Technology)
Date Fields
Date selection with calendar picker
Useful for deadlines, start dates, or milestones
Example: Project Start Date, Contract Renewal Date
Checkboxes
True/false or yes/no options
Perfect for flags or boolean conditions
Example: Requires Legal Review, Rush Order
Using Custom Data in Documents
Adding Custom Data to Templates
When creating or editing templates:
Access the document properties section
Find your custom data fields
Add merge tags like
{{custom.project_id}}or{{custom.industry}}The values will populate automatically when documents are created
Setting Custom Data Values
During Document Creation:
Fill in custom property values in the document creation form
Values can be set manually or populated via integrations
Via API Integration:
Include custom data in your API calls
Automate population from your CRM or other systems
Bulk Updates:
Update multiple documents with the same custom data values
Useful for batch processing or data migration
Conditional Logic with Custom Data
Create dynamic content that appears based on your custom property values:
Setting Up Conditions
Select the element you want to show/hide conditionally
Access the conditional logic settings
Choose your custom data property as the condition trigger
Set the rule (equals, contains, greater than, etc.)
Define what happens when the condition is met
Searching and Filtering with Custom Data
Contract Management Filters
In your contract management dashboard:
Access the filter options
Select custom data properties from the filter menu
Set filter criteria based on your custom values
View filtered results matching your criteria
Advanced Search Options
Single Property Search:
Filter by one custom property at a time
Example: Show all documents where Department = "Sales"
Multiple Property Filters:
Combine multiple custom data filters
Example: Project ID = "12345" AND Status = "Active"
Date Range Filtering:
Filter custom date fields by specific ranges
Example: Show contracts with renewal dates in next 30 days
Troubleshooting
Custom Properties Not Appearing:
Verify property is enabled for the document type
Check user permissions for custom data access
Ensure property was saved correctly in settings
Conditional Logic Not Working:
Verify condition syntax and spelling
Check that property values match exactly
Test conditions with known data values
Search Results Incomplete:
Confirm all relevant documents have custom data populated
Check filter combinations aren't too restrictive
Verify search terms match exact property values