How to set a custom document property in the metadata of a template?

About this article

This article will explain what the custom document properties are and provide examples of how they can be utilized with the binding syntax in smart templates.  

• What are custom document properties? 
• How to set custom document properties in a smart template? 
• Custom document properties examples

 

Prerequisites

Library and at least one Dynamics modules enabled Templafy Desktop and Office VSTO add-in installed on the PC Tenant admin/owner access or Space owner access

 

What are custom document properties? 

Custom document properties are data that sit on top of the document, they are also known as metadata. Custom document properties are often used for archiving purposes in Document Management Systems (DMS) such as SharePoint. These values can be set statically using plain text or dynamically using the binding syntax. Custom document properties can be utilized to create properties that aren't covered by the standard set of document properties. Often, this would be specialized metadata that is needed for a DMS system such as versioning, randomized ID numbers, etc. 

 

Document properties are only supported with files that will be stored in the Template Libraries (Documents, Presentations, and Spreadsheets Libraries). Assets (Text elements, Email elements, Slides, and Slide elements Libraries) will inherit from the setting upon insertion.  Custom document properties will be added un File > Info > Properties > Advanced Properties > Custom.

 

How to set a custom document property in a smart template? 

When building the template settings and properties, the Custom Document Property can be utilized to custom properties for the smart template. Setting the Custom Document Property can be achieved by following these steps: 

1. In the Template Designer, navigate to the Advanced tab
2. Click Add property 
3. Select Custom Document Property in the Type dropdown
4. Enter the desired property name in Property Name
5. Enter a static value or the required binding in Property Value
6. Optionally, set an additional option to the property
   
   • Disable updates: Disallow the setting from being updated after its generation when edited by the user through the document content updater. This option will not be visible if the document content updater is not enabled on the smart template. 
7. Click Add to document
   
   • The Custom Document Property will be added to the smart template 

 

Once the property has been created, it can be edited or deleted.

 

The maximum number of characters that can be saved to a custom document property is 255 (this is a Microsoft Office limitation).

 

Custom document properties examples

 

Example 1

Using the Custom Document Property to always use "Draft" as the Stage  property.

Binding	"Draft"
Output	Stage  property = "Draft"

 

Example 2

Using the Custom Document Property to set the Classification property of the template based on the "Classification" dropdown question originating from the response form.

Binding	{{Form.Classification.Name}}
Input	"Internal"	"External"
Output	Classification property = "Internal"	Classification property = "External"

 

Example 3

Using the Custom Document Property to set the Location property of the template based on the "Location" field originating from the user profile.

Binding	{{UserProfile.Location}}
Input	Location = "Copenhagen"	Location = "Berlin"
Output	Location property = "Copenhagen"	Location property = "Berlin"

 

Example 4

Using the Custom Document Property to save the name of the template as TemplateName property.
This shows which template was used to create the document (in the example the 'Memo' template):

Binding	"Templafy 'Memo' template"
Output	TemplateName  property = "Templafy 'Memo' template"

 

 

Related articles

What is a response form? What are functions, conditions, and operators? How to create a smart template with the Template Designer? Configuration of form fields in the User Profile