Managing data fields across templates, drafts, and automations can be challenging without a centralised system. To address this, the Data Fields Library provides a dedicated space to organise, edit, and maintain control over all data fields across the organisation.
To help you create a well-structured data fields library, we created this repository that you can use for inspiration. The repository provides examples of data fields organized by contract type and more. Please be aware that these are only examples and they do not limit you in creating your own data fields.
This article covers the following topics:
- Key benefits of the Data Fields Library
- What is the Data Fields Library, and how can I access it?
- Who has access to the Data Fields Library?
- How can I manage data fields globally from the Data Fields Library?
- Can I manage the default data fields from the Data Fields Library?
Key benefits of the Data Fields Library
- Centralised Management: Gain a clear, comprehensive view of all data fields.
- Enhanced Control: Edit, merge, or delete fields with ease to maintain a clean and efficient library.
- Improved Productivity: Eliminate duplicates and manage fields proactively to streamline workflows.
What is the Data Fields Library, and how can I access it?
The Data Fields Library is a centralised hub where you can view and manage your company’s data fields used across various contracts, templates, and automations.
The Library is available for all plans and automatically enabled for Team Owners and personal users on a Free and Essential plan. If you are a Team Owner or a user on a Free or Essential plan, you can access it from the profile dropdown menu.
Who has access to the Data Fields Library?
The Library is available for all plans and is enabled automatically for Team Owners and personal users on a Free and Essential plan, and only they can access it. However, if more team users need access to it, please contact our support team, and we will manually enable it for them.
How can I manage data fields globally from the Data Fields Library?
The Data Fields Library gives you an excellent overview of all data fields that were and will be created by any user in your company. Thanks to the tabular view where data fields are displayed, you can search, apply filters, sort columns and understand their usage.
How to search and filter data fields
Use the search bar to locate specific fields quickly or apply filters such as type (to filter by the particular field type: text, number, date, select, checkbox) or created on (to filter by the particular date or date range).
How to sort columns
Organise columns in ascending or descending order by clicking on the column’s title. You can sort the following columns: name, usage, and created on.
How to check usage insights
View detailed usage of each data field to understand where and how often they are used.
Drill down into templates, drafts, pending contracts, signed contracts and automations linked to specific fields. Click and open a specific contract in a new tab to view where the data fields are used.
The concise overview provided by the Data Fields Library is a great starting point for shaping a well-structured library of data fields that all users can use in a company. On the other hand, companies with many unstructured data fields can benefit from its key features, such as merging and deleting, to clean up the messy structure that prevents them from getting the value of a well-structured contract repository.
How to create new data fields
A new data field can be created by clicking the + New data field button. All you need to do is to name the new field in a unique way and choose a field type.
We recommend following a consistent naming convention across your data fields to improve usage and understanding of data fields. Check the best practices in this repository.
How to merge data fields
In situations when two similar fields were created and already used across templates, contracts, and automations, we recommend merging them into one to minimise data loss.
Obs. Please remember that currently, it is possible to merge only two fields of the same type simultaneously.
There are two ways to merge two fields into one:
Select & merge
Bulk select two data fields of the same type and click the Merge button in the contextual menu.
Get familiar with the modal’s content. The data field presented in the top section will be deleted and replaced with the data field displayed at the bottom. In case the merge order is incorrect, click on the Reverse order button.
If the merge order is correct, click continue and type MERGE to confirm the action. Please note that the merge cannot be undone.
Merge fields from the properties panel
To open the Properties panel, click on a data field’s name or the three-dot icon next to it and click edit.
In the Properties panel, click on the Merge field and search for the field to which you want to merge the selected field.
Get familiar with the modal’s content. The data field presented in the top section will be deleted and replaced with the data field displayed at the bottom. In case the merge order is incorrect, click on the Reverse order button.
If the merge order is correct, click continue and type MERGE to confirm the action. Please note that the merge cannot be undone.
Obs. When both the source (top field in the modal) and target fields (bottom field in the modal) are in the same document or template, and their inserted value differs, the fields won’t be merged. Instead, only the source field will be deleted to prevent data loss.
Example: Source field: START DATE with value 24.03.2023, Target field: Start date with value 17.03.2023.
Can I merge custom fields with default fields?
Merging custom fields with default fields is possible, but it needs to be done from the properties panel.
How long does the merge take?
Merging may take up to a few minutes, depending on how many times the fields were used in templates, contracts or drafts.
- Fields with low usage are usually merged immediately, and the system sends the notification as a success message at the bottom of the page.
- Fields with higher usage require more time to finalise the merge. In that case, the spinner icon is displayed next to the field name to indicate that merging is in progress. Once the fields are merged, a notification in the form of a success message appears at the bottom of the page. The same notification message is sent to the notification tab in case a user leaves the page.
How do I know the merge was successful?
Besides the success message, the increased usage of remained data field indicates that the merge was successful.
How to delete data fields
There are three paths that allow you to delete fields.
Obs. Fields currently assigned to collaborators or signees in active templates or drafts must be unassigned before they can be deleted.
Delete button under the three-dot icon
Click on the three-dot icon next to the field’s name. Choose Delete and click Continue. Type DELETE to confirm the action. Please note that the deletion cannot be undone.
Select & delete
Select one or multiple fields and click the trash icon in the contextual menu. Click Continue and type DELETE to confirm the action. Please note that the deletion cannot be undone.
Delete fields from the Properties panel
To open the Properties panel, click on a data field’s name or the three dots next to it and click edit.
In the Properties panel, click on the Delete field and Continue. Type DELETE to confirm the action. Please note that the deletion cannot be undone.
What happens to the deleted data fields that are part of drafts, templates, pending and signed contracts?
When a data field is deleted from the Data Fields Library, all its usages are marked in yellow in the contract content and the sidebar panel of drafts and templates. In the pending and signed contract, the deleted data field is marked in yellow only in the sidebar. The content of the pending and signed contracts is locked and displayed as regular text.
This mechanism prevents data loss and unexpected changes in the content. However, data fields marked in yellow must be replaced or deleted in drafts and templates before a draft is sent for signature or a new draft is created from this template. That information is displayed to all users with adequate permissions.
An example of a data field marked in yellow in a draft. 
An example of a data field marked in yellow in a signed contract.
Can I manage the default data fields from the Data Fields Library?
As a team owner, you have full control over default data fields. These fields serve as pre-set, company-wide data tracking points that ensure consistency, save time and streamline the contract creation process. Once set up, they automatically appear in all your templates and contracts (besides pending and signed contracts). Note that you can create as many default data fields as you need - there are no creation limits.
Why use default data fields?
- Company-wide standardization: Default data fields apply globally across all templates and contracts, ensuring that crucial contract information is consistently captured.
- Efficiency & Time Savings: By setting predefined fields, you can speed up template creation and reduce manual creation for other users in other organisations.
- Controlled data management: As a team owner, you dictate which data fields are essential, ensuring compliance and alignment across all company contracts.
Who Can Manage Default Data Fields?
Only team owners have permission to create, edit, and remove default data fields both from the data fields library and the data fields sidebar in the editor. Regular users can view and use these fields but cannot modify or delete them from the sidebar in the editor or data fields library. This ensures a structured approach and prevents the removal of essential contract information.
How to create default data fields?
There are two paths to creating default data fields
Mark as the default button under the three-dot icon
Click on the three-dot icon next to the field’s name that you want set as default. Choose Mark as default and decide whether to mark this field for newly created contracts and templates in the future only or for all already existing and future contracts and templates. Once that’s done, the field is marked as default.
If you wish to unmark a field as default, simply click on the three-dot icon next to the field’s name and choose Unmark default. Choose whether to unmark it for newly created contracts and templates in the future only or for all already existing and future contracts and templates. Once that’s done, the field will be unmarked as a default.
Please note that default data fields are not added to pending and signed contracts. Do you disagree with this rule? Please share your feedback with our support.
Create a default field from the properties panel
To open the properties panel, click on a data field’s name or the three-dot icon next to it and click edit.
In the properties panel, turn on the toggle switch so it’s marked in green. Choose whether to mark this field for newly created contracts and templates in the future only or for all already existing and future contracts and templates. Once that’s done, the field is marked as default.
If you wish to unmark the field, turn off the toggle switch so it’s marked in grey. Choose whether to unmark it for newly created contracts and templates in the future only or for all already existing and future contracts and templates. Once that’s done, the field will be unmarked as a default.