There are many different types of Smart Fields available for you to choose from as you automate your templates and capture custom Pursuit information.
Please note that before you can create and manage Smart Fields, you’ll need to belong to the QorusDocs Designer or Admin user role.
You can create and manage Smart Fields in your QorusDocs Add-Ins for Word and PowerPoint, as well as on Hub Central.
In this article, we’ll cover:
- Text Smart Fields
- Date Time Smart Fields
- Number Smart Fields
- AI-text Smart Fields
- Single Select Smart Fields
- Multi Select Smart Fields
- Yes/No Smart Fields
- Image Smart Fields
- Dynamic Smart Fields
- Static Smart Fields
- Hidden and Read-only
- The end-user experience in the Smart Fields Form
Text Smart Fields
Text fields allow users to type in anything they'd like in the text box provided.
They can cater for both single line of text (for example: a company name) as well as allow users to enter multiple lines of text (for example: a street address).
Date Time Smart Fields
Date/Time fields allow users to pick a date from a date picker control. In the ‘format’ drop down menu, you can select how you’d like the date to be displayed in the created document.
Number Smart Fields
Number fields allow users to enter a numerical value. Similar to Date/Time fields, it’s also possible here to select the format the number should be displayed as from a drop-down menu.
AI-text Smart Fields
AI-text Smart Fields allow you to add a text prompt to a Smart Field, which will be used during document merging. This Smart Field is available for users with a QPilot license.
By default, the AI responses generated from AI-text Smart Fields are inserted as Rich text into the output document or presentation. This follows the AI formatting and is inserted in a similar way to dynamic content. The result will usually be similar to a 'merge formatting' in Word. This is a good option for AI-responses that are likely to include bullet points, bold, italic, and other rich text formats.
However, you can decide whether the AI Text Smart Fields should insert the AI response as Plain text instead, behaving in a similar way to a Text Smart Field. With this option, the AI-generated response will take on the look and feel of the template. This is a good option for headings and text that is short in length.
Single-Select Smart Fields
Single-select fields allow users to choose one option from a list of values. In the ‘List Values’ box, type in each option on a separate line as shown below.
Multi-Select Smart Fields
Multi-select fields allow users to choose one or more options from a list of values. In the ‘List Values’ box, enter each option on a separate line:
Yes/No Smart Fields
Yes/No fields allow users to choose either 'Yes' or 'No' from a drop-down menu. You can also set a default value for the Yes/No field, however, it is not mandatory.
Image Smart Fields
Image fields allow users to browse their computer and upload an image they would like QorusDocs to merge into their created document. You can also choose an existing image from the Content Source by selecting any source from the drop-down as shown below.
In ‘Choose a fit’, you can specify how the image should look when a user uploads an image that is not the same size as the image placeholder in the template. By default the chosen fit is ‘Fit and maintain ratio’.
Regardless of the size of the image uploaded, the two options ‘fit and stretch (legacy)’ and ‘fit and maintain aspect ratio’ will ensure that the image stays within the bounds of the image placeholder.
‘Fit and stretch’ will ensure that the full image completely fills the image placeholder – even if it means the image uploaded becomes distorted. ‘Fit and maintain aspect ratio’ will ensure that the full image is displayed without any distortions and without overflowing beyond the bounds of the image placeholder. And for ‘Use image size’, as the name suggests, this option displays the image at its original size. If the image is larger than the placeholder, it may overflow beyond the placeholder's bounds.
The Image source can be uploaded from your desktop or selected from the Content Source chosen in the field “Content Source”.
You can also narrow down the search by selecting a library to find the image. A search will go to the targeted location providing you with a flat list of results.
By default, the filtering is done for image file type, which cannot be changed. You have the option to set default search filters from the Library Filters dropdown menu.
If the option “Allow User To Refine” is enabled, the user can clear the applied search term and filters, to access any content in the selected Content Source.
Dynamic Content Smart Fields
Dynamic content fields allow users to search for and select Word or PowerPoint content (Word documents for Word templates, and PowerPoint presentations for PowerPoint templates) they’d like to include, and merge that content into the template they are using to create a new document or slide deck.
When you create a Dynamic content field, you’ll need to specify the content selection type between:
- Select from Content Source
- Pursuit Content
1. Select from Content Source
When you choose the Content Source Type to be "Select from Content Source", you also need to fill in the fields below:
-
Content Source: this is the content source from which users will be able to select the dynamic content they
need. -
Target Your Search: this is a specific location within the content source specified above (this could be a library
or a folder) from which users will be able to select the dynamic content they need. This allows you to zone in
on a specific area. -
Default Search Term: specifies a search term (if any) that QorusDocs will search for when the user clicks on
'View Available Content' in the Smart Field creation form. This saves the user from having to type out the
appropriate search term. They will be able to change the search term if they wish if you select 'Allow users to refine' (see further below in this article). -
Default Search Filters: specifies the search filters that QorusDocs will automatically apply when the user clicks
on 'View Available Content' in the Smart Field creation form. This narrows down the search to present a pre-
defined selection of content to choose from for the user, without them having to apply filters themselves. They will be able to change the search term if they wish if you select 'Allow users to refine' (see further below in this article).
A window a bit like this one will pop up if you choose to select the search filters:
You can also specify whether users can override the Dynamic content search settings you’ve provided here and choose their own search filters instead with the ‘Allow user to refine’ option.
2. Pursuit Content
Using the Content Selection Type "Pursuit Content", pulls content directly from the selected Pursuit. Here there are no mandatory additional fields, you can optionally:
-
Specify the Search Term: specifies a search term (if any) that QorusDocs will search for when the user clicks on 'View Pursuit Content' in the Smart Field creation form. This saves the user from having to type out the
appropriate search term. They will be able to change the search term if they wish if you select 'Allow users to refine' (see further below in this article). -
Add Search Filters: specifies the search filters that QorusDocs will automatically apply when the user clicks
on 'View Pursuit Content' in the Smart Field creation form. This narrows down the search to present a pre-
defined selection of content to choose from for the user, without them having to apply filters themselves. They will be able to change the search term if they wish if you select 'Allow users to refine' (see further below in this article). - Allow user to refine: enables users to override the search term and search filter settings you've specified (if any) in the Smart Field creation form.
Static Content Smart Fields
Static content fields, like Dynamic content fields, are used to merge content from other documents and presentations into the template to create a new document or slide deck.
The difference though is that users don’t get to search for and choose that content. It is pre-defined in the template by the template designer.
It is also the only type of Smart Field that does not show up in the Smart Field form – since the user does not have a say in whether it is included or not.
Unlike other types of Smart Fields, Static content fields are inserted into templates directly from the search pane. To find this option, click on the ‘more’ button and then on ‘Insert as content Field’ :
In the pop-up window that appears next, give it a name, specify whether QorusDocs should “Respect document section breaks” found in the static content when merged, and then on “Insert”.
It will look a bit like this in the template:
Hidden and Read-only
You will notice that when creating a Smart Field you have the following 2 options to select: Hidden, and Read-only. Let's break down what each of these means and how it might help you.
Hidden
If you set a Smart Field to “Hidden”, it simply won't show up in the Pursuit Edit/Create form, the Smart Field tab in the Pursuit workspace, or on document creation. (Just a quick note, it will still appear on the Pursuit Type Create/Edit and the Design tab in the Add-In for Admins and Designers). Plus, this setting will be dutifully logged in Odata for your convenience. This can be set upon creation, or after creation by editing a Smart Field
Here's how to access this feature: Simply go to Manage > Smart Fields, and then click on an existing Smart Field in your hub or create a new one. Here we've clicked on an existing Smart Field:
Next, you'll find a new “Hidden” checkbox. Initially, it will be unchecked, but feel free to make use of it as it suits your needs:
You will also notice that in the Smart Field grid there will be a “Hidden” column, where the value will either be set to “Yes” or “No”, so you can see at a glance if this option has been checked or not.
However, we've got a couple of points to note:
- This Smart Field setting can't be overridden on the Pursuit Type level. For instance, if you want a Smart Field to be hidden on one Pursuit Type and not another, you'll need to use different Smart Fields for each of those Pursuit Types, hiding the one you don't want to show.
- This setting is versatile and can be used for all Smart Field Types, with the exception of Dynamic Content and Pursuit Standard Fields.
Read-only
The Read-only selection option allows the user to grey out a Smart Field edit block when completing a Pursuit Create Form. You might question, why is this useful? Consider instances where reviewing the data is necessary but you do not want to risk inconsistencies in the data you are pulling through from other systems. This is precisely where the new Read-Only function comes into play.
So, how does one utilize this new feature? Simply go to Manage > Smart Fields.
When you're establishing or adjusting Smart Fields, you'll find a new “Read-only” checkbox option. It's unchecked by default, but it's there for your convenience as needed.
You will also notice that in the Smart Field grid there will be a “Read-Only” column, where the value will either be set to “Yes” or “No”. This is so that you can see at a glance if a Smart Field has been set to read-only:
Upon ticking the "Read-Only" box, the field and its contents will remain visible on the Document Create/Insert forms (including Auto Answer insert) and Pursuit Create/Edit forms. However, instead of the usual appearance, the field will be grayed-out, signifying its inactive state.
Confused about why a field can't be altered? Just hover over the field and a useful tooltip will display, clarifying why the field can't be edited.
Please take note of the following additional information:
Pursuit Type Level: The Smart Field setting can't be overridden at the Pursuit Type level. In other words, if you'd like a Smart Field to be read-only on one Pursuit Type but not on another, you'll need to create separate Smart Fields for each of these Pursuit Types.
Usage: This setting can be applied to all Smart Field Types, except for Dynamic Content and Pursuit Standard Fields.
Exception: There is however one exception - if a field is marked as both Required and Read-only but doesn't contain any data yet, it will remain editable.
The end-user experience
Below is a screenshot of what the different field types look like in the Smart Fields form:
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