Smart Fields in Content Hub

Smart Fields quickly auto-fill information on your behalf. When you create a new document from a template or in the context of a Pursuit, Qorus will auto fill the Smart Fields with the relevant content matched with the Pursuit information. 

In this article we will explain: 

1. Where can you find and add Smart Fields in the Hub Central 
2. How to fill out Create New Smart Field form 
3. What are Standard Fields? 
4. Edit and delete Smart Fields 

 Where can you find and add Smart Fields in the Hub Central 

Before you can view the complete list of Smart Fields in Qorus Content Hub, you'll first need to:  

• be subscribed to the Premium plan, and 
• belong to the Qorus Admin role 

To create a Smart Field in the left navigation expand manage tab and click on the 'Smart Fields' navigation item (1). Now you are presented with the list view of Smart Fields available in your Hub. To add a Smart Field, click the 'Add' button (2) in the top right corner of the screen. You can create as many custom Smart Fields as you wish. 

How to fill out Create New Smart Field form 

There are 6 sections to fill out when you create a new Smart Field. This article will guide you through how to best fill out the form.

1. Field Name

Pick a unique, clear, and concise Smart Field name that helps your team quickly understand what kind of information they need to provide. The maximum number of characters allowed for Smart Field name is 30. 

2. Description

The description will be visible in the Smart Fields form, and will appear as grey helper text, next to the field names. The maximum number of characters allowed for Smart Field descriptions is 50. Adding the description can provide users with more details about what kind of information you are looking for. In the example above you can see the name of the field is Branch Address and the description more specifically asks for the street address.  

3. Field Reference

The field reference is an optional field that is used to connect your Smart Fields with your CRM fields. You can enter the CRM field names used in your CRM system to dynamically connect the content of your CRM fields with a Smart Field in Hub Central. Then every time you make a change to the field in the CRM it will dynamically update the content of the Smart Field in Hub Central.  

For example, if you want to create a Smart Field that will automatically display updated stage of your Opportunity based on the current stage of the Opportunity record. To do so you will need to enter the field reference StepName.  

Click here to read where you can find Dynamics 365 field reference names.   

It is important to carefully type the field reference names to exactly match the Field name in your CRM opportunity record. 

4. Required

You can select the required checkbox to make a Smart Field the mandatory field. This means when your team member is presented with the Smart Field form, they won’t be able to create a Pursuit or complete a document without first filling out any of the required fields. 

5. Field Type

The field type is used to specify the kind of information that the Smart Field can receive. The following field types are available: Text, Single Select, Multi Select, Date Time, Number, Yes/No, Image, and Dynamic Content. 

• Text fields allow users to type in anything they'd like in the text box provided.  
• Single Select fields allows users to choose one option from a list of choices you provide 
• Multi Select fields allows users to choose one or more options from a list of choices you provide 
• Date Time fields allow users to pick a date from a date picker control 
• Number fields allow users to enter a number value
• 'Yes No' fields allow users to choose either 'Yes' or 'No' from a drop-down menu 
• Image field allows user to upload an image, for example company’s logo  
• Dynamic content lets user insert the dynamic content from the specified location. You can enter the search key words or select the filters that will narrow down the search to more accurate content. The inserted content will be automatically updated when the source document gets updated. Lastly, by choosing the option to allow users to manually refine the dynamic content you give users the option to make changes to the inserted content. 

6. Remember values

If you'd like Qorus to remember the values used to populate this field, you can turn on 'Remember Values'. When turned on, as users start typing information for this field in the Smart Fields form, Qorus will provide autofill suggestions based on information previously entered into this field.  

The next choice then is whether the autofill suggestions should be based on information provided by the current user (when Tom fills out the Smart Fields form, Tom sees autofill suggestions based on information Tom has used in the past), or whether it should be based on information provided across all of Qorus (when Tom fills out the Smart Fields form, Tom sees autofill suggestions based on information everyone using Qorus has entered in this field in the past).  

7. Save

Now you can save the Smart Field. You will land back on the Smart Field listing page and you should see your newly create Smart Field on the list.

What are Standard Fields? 

Standard fields are Smart Fields that have been auto created for you by Qorus to save you some time. These system fields have all of the characteristics of the Smart Fields. We intend these fields to be used in the context of a Pursuit, hence the Pursuit prefix. For example, when you create a Pursuit and give it a Title the Standard Field Pursuit.Title, in the context of your current Pursuit, gets automatically populated with your Pursuit title. Standard Fields play an additional time saving role when you are using CRM system together with Qorus. These fields are synchronized between systems and get automatically updated in Hub Central when you make a change in the CRM. 

Edit and delete Smart Fields 

To edit or delete a Smart Field expand the 'Manage' item in the left navigation and navigate to the 'Smart Fields' page (1). Blue text indicates that you can click on any Smart Field record in the Field name column. In the example below, clicking on the Country Smart Field (2)  opens a window where you can edit the Smart Field.

In the edit Smart Field window you can edit the form. Note that the title field is grayed out meaning you are not able to change the Smart Field name. However, you can edit the rest of the fields in the Smart Field form.

Once you have completed your changes press the ‘Update’ button.  

To delete the Smart Field, click on the ‘Delete Field’ button and then press ok. Note that you won’t be able to delete any Smart Fields that are currently being in use. If the Smart Field is being used in a Pursuit the pop-up with the error message will inform you where the Smart Field is used. You will need to remove the Smart Field from that Pursuit Type before you can delete it from the Smart Field library. 

Standard fields are the exception. You won’t be able to edit or delete Standard fields.