What are data fields?

This article describes data fields. It contains the following topics:

• Meaning and usage of data fields
• Benefits of using data fields
• Document permissions needed to see data fields
• Transmission from "editable" to "data" fields
• Good recommendations for data fields
• Learns more about data fields

What are data fields and how can I use them in my contracts?   

• Data fields are variable data inputs likely to change from one contract to another, such as name, salary, dates, or any personal and contact details.
• Data fields can be reused across all company contracts once they are created.
• Data fields can be easily added to any document (draft, template, uploaded document) from scratch or by using a default data or metadata field from the sidebar.
  • Their value can be either required or not required. 
  • You can select specific assignees to the right data and metadata fields, locking them for others.
• Data fields in your documents allow you to turn the essential information into actionable data:
  • This data can then be used to automate your key business processes or to power analytical insights, leading to better control of the most important parts of your business.
  • All data fields are trackable and reusable across all of the templates and contracts within the same company.
  • Data fields can be connected with internal and external features such as automation or CRM systems to improve workflows and data management.

Why should I use data fields? 

• Achieve cohesive data structure across all of the templates and documents in your company.
• Enable filtering and sorting options and allow everyone with access to the document to find important contract information faster than ever.
• Assign the right data fields to your counterparty.
• Provide your documents with a clear overview of contract data availability at first glance.
• Unlock the power of metadata fields in your contracts.

Using data and metadata fields to set up automations

• Set up powerful automated workflows based on the most important contract data from your data and metadata fields
  • If you have required data fields in a document with send for signature automation in-app, remember that it will be executed successfully only if all required fields are filled out
  • If there are any required data fields that have not been filled out, the automation will fail
• Enrich your documents with data visualization qualities
• Use your contract data for reporting purposes and connect it to your dashboards 

Creating data fields in your documents will empower your organization to comprehend the true value of data added to your CLM. Everybody in your organization will be able to reuse, filter, and search through them across all company documents.

What are the visibility permissions for data fields in my documents?

• Everyone can see data fields irrespective of their document's access level
• Data fields can be edited only by the assigned to them collaborators with the following permissions:
  • Full access
  • Edit document
  • Fill document 

What will happen with the editable fields across my documents?

• All pre-existing editable fields you have added to your drafts and templates will be automatically migrated to data fields, allowing you to use their new abilities.
• All pre-existing editable fields available in pending and signed contracts will remain unchanged, but you can add metadata fields across these documents from the data fields sidebar.

What is a good contract data field?

There are several points of consideration when creating data fields in your contracts.

Keep in mind the following to make sure you utilize the full potential of this powerful data feature across all your company's contracts:

• Be consistent in naming patterns - you will be able to use all data fields ongoing and save a lot of time by naming them correctly from the start:
  • We recommend a full naming convention with a first capital letter for each field name, without underscores or other special separators in between (for example: "Start date").
  • Every time you start typing the name of a new data field, all already existing fields will be displayed to you, allowing you to reuse one of them or just get inspired by their naming.
  • Remember to check the data fields sidebar for previously used and default data fields - select one of them if already existing and relevant to your contract.
  • Avoid creating new data fields unless you cannot find suitable ones in your sidebar list of already available data fields.
  • Avoid having non-specific and too general data fields, for example, called:  “Date,” “Name,” and “Fee."
    • Be as specific as possible so your team can successfully use the data (for example: “Onboarding Start Date,” “Customer Representative Name,” “Balance Fee”).

Need more details about good data fields? 

We have built a data library of the most common contract data fields. In our library, you can filter based on different contract types or contract workflows, such as HR, Compliance, NDA, DPA, Employment, Sales, and more.