Understand the purpose of fields
Smart fields allow you to:
Structure the summary sheet,
Facilitate searches and exports via filtered views,
Trigger automations,
Simplify contract completion.
👉 To create a smart field, see: Create a smart field.
Identify field types
There are different types of smart fields, each with a specific format.
A field's format is defined when it is created by an administrator.
Text
Free field that can contain any alphanumeric characters and symbols.
Number
Field that accepts numbers only (integers or decimals).
No other symbols or characters are allowed.
A display format can be set on the field by an administrator:
Format: Number, Currency (euro, US dollar, pound sterling, Swiss franc or custom symbol), Percentage or Raw text.
Decimals: automatic or fixed.
A preview of the result is shown while configuring.
Date
Field used to enter a date in the format DD/MM/YYYY.
Useful for triggering automatic reminders or creating calendar events.
The date display format is customizable: Short date or Long date, with the option to display the time and the timezone.
File
This field requires users to upload an attached file.
Rich text
Text field that allows line breaks and formatting (bold, italic, etc.).
Rich text fields cannot be used to create a filtered view.
Customize the display format
For Number and Date fields, the display format can be set at two levels:
On the field: an administrator sets the default format in the field settings (see above). It applies everywhere the field appears: summary sheet, dropdown lists, dynamic rows and Word exports.
Per placement in the document: in the editor, click an inserted field then Display format in its toolbar to adapt the format at that specific spot, without affecting other placements. Default configuration reverts to the field setting.
The display format also applies to field values used in custom tables.
Use selectors
Selector fields allow you to provide a predefined list of options when completing a contract.
Choose the selector type
Single-choice selector
Allows the selection of only one option from a dropdown list.
Multiple-choice selector
Allows the selection of one or several options.
⚠️ You can convert a single-choice selector into a multiple-choice selector.
The reverse is not possible.
Add options
Options can be:
Added manually by clicking Add an option
Imported in bulk via an Excel file by clicking Import from Excel
Once a field reaches 100 options, the Add option button is automatically disabled: the list can then only be managed via Import from Excel. This switch is automatic and does not result from any administrator action.
⚠️ The Excel import replaces the existing list: the file must contain all options, both the ones to keep and the new ones. Any option missing from the file is removed from the list (deprecated status, just like a manual deletion).
An option removed this way is automatically restored if it appears again in a later import.
Manage options
Edit an option
Any modification automatically applies to:
All templates
All summary sheets
Exception: already signed PDFs are not modified.
Translate options
Options must be translated manually in each language.
Translating the field only translates its name, not the options.
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Reorder options
You can change the display order of fields in your templates and summary sheets.
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Delete an option (deprecated status)
The option:
Disappears from templates and dropdown lists
Remains visible in signed contracts with the label "deleted"
Remains available in existing filters