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

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

What are custom document properties?

Custom document properties is data about a document, also known as metadata.

Metadata is information about a document that is not part of the main content. It helps describe its content and characteristics. In e.g. a Word document, metadata can include details like the title, author, creation date and last modified date. This information helps to organize, search for, and manage documents more effectively in Document Management Systems (DMS) such as SharePoint.

Custom document properties can be used to create properties that aren't covered by the standard document properties. Often, this is specific metadata needed for a DMS such as versioning, ID numbers, etc..

In Office custom document properties can be created via File > Info > Properties > Advanced Properties, on the Custom tab. For example the field Classification in a Word document:

How to set a custom document property in a smart template

When building the template settings and properties, the Custom Document Property can be used for custom document properties for the smart template, following the steps below:

1. In Template Designer, open the Advanced tab.
2. Click + Add property.
3. In the Type field select Custom Document Property.
4. In Property Name enter the desired property name, for example 'Classification'.
5. In Property value enter a static value (plain text without quotes) or a binding like {{Form.Classification.Name}}.

6. Click Add to document:
   
    

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

Tracking custom document property values

A custom document property can also be tracked. When tracking is enabled for a property, Templafy records the property name and the value written to the document each time a document is created or updated from the template, together with the template, the user and the type of action. This makes it possible to report on which documents were created with which values, for example the CRM opportunity ID selected in the response form.

The tracked information is not shown in the Templafy web app. Insights and reports based on it can only be accessed through your Templafy contact, who can provide them on request.

To enable tracking for a property:

1. In Template Designer, open the Advanced tab and open the Custom Document Property you want to track.
2. Tick Track Property Name and Value.
3. Click Add to document or Save.

Custom document property examples

Example 1

Using Custom Document Property to always use 'Draft' (without quotes) as the Version property.

Example 2

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

Example 3

Using Custom Document Property to set the Location property of the template based on the 'Location' field originating from the User Profile.

Example 4

Using 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):