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Template Setup

The application allows you to manage the field structure of your workflows. Workflows can be created using a prebuilt template or customized using the predefined SQL Module Field Types.

On This Page​

Template Setup has two main areas that work together:

Define Fields - Create and configure the fields that make up your workflow template

  • Add different field types (Free Text, Dropdown, Date, Tickler, etc.)
  • Set field properties (required, searchable, length, etc.)
  • Organize fields using tabs and subtabs
  • Configure special fields like notifications and recurring entries

Define Headers - Control how fields appear in listings and notifications

  • Set which fields show in record listings
  • Configure fields for email notifications
  • Customize Pending Actions and Pending Signatures displays
  • Override default notification fields for Date and Tickler fields
Workflow

First, use Define Fields to build your template structure. Then, use Define Headers to control how that data displays throughout the system.

Define Fields​

The Define Fields menu allows you to manage your workflow template using the different field types (25+) to meet your data management needs.

Define Fields menu and field listing

Field TypeDescription
ArchiveIndicates if a record is active or archived. Archived records do not trigger notifications.
AutoNumberAutomatically generates a unique record identifier using customizable formats that can include sequential numbers, dates, and static text (e.g., INV-2024-001). See Auto Number Fields for how to configure the format.
Bit (On/Off, Yes/No)Stores a true or false value via radio buttons.
CheckboxStores a true or false value via a checkbox.
Create DateTimeRecords the date and time when the record was created.
Create UserStores the user who created the record.
DateStores a date. When "Notify" is enabled, it displays a box to send email in advance before the date and an email address.
DecimalStores numbers with decimals.
DropDown BoxStores the selected value from a dropdown list.
DropDown Box/BackExtended dropdown with additional subfields.
E-mail AddressStores an e-mail address.
Free TextStores text including letters, numbers, and symbols.
LineActs as a visual separator grouping fields.
Map AddressStores latitude and longitude for map display.
MoneyStores monetary values.
NumberStores numeric values.
Print Label TrackingMarks a record for printing in Label Reports via radio buttons.
Recurring Entries (Repeat)Allows you to store a nested subgroup of records within a record.
Route UsersStores the user who receives the initial route upon record creation.
Selection BoxStores selected items from a checklist.
Selection Box/BackExtended selection box with extra subfields.
Sub TabContainer for a subgroup of fields.
System UsersLists all active users in a dropdown.
TabContainer for grouping fields.
TicklerStores a date tickler for recurring email notifications. Sends emails every set number of months until the date is cleared.
Update DateTimeRecords the last update date and time.
Update UserStores the user who last updated the record.
Global FieldsSelects a reusable dropdown field across workflows.

Field Properties​

A field can have different properties that affects how it displays or manage it values.

PropertyDescription
LengthSets character limit for Free Text fields.
FormDisplays Free Text field in a window. Best for long text input.
NotifyWhen checked, marks the date field for advanced email notifications.
RequiredMakes the field mandatory.
LockPrevents non-managers from adding dropdown items.
SearchIncludes the field in search operations.
Search TypeMakes the dropdown field appear in expanded search; active only if Search is enabled.
Yes/On LabelCustom label for true (Bit field).
No/Off LabelCustom label for false (Bit field).
Checkbox TextCustom label for Checkbox field.

Display Order of Fields​

Fields can be organized in a form using the following order.

  • Pinned Fields: These fields are always visible at the top of every tab, regardless of which tab is active.

    Pinned fields example

  • Tab Fields: These group fields inside a tab.

    Tab fields example

  • Sub Tab Fields: These create subgroups of fields inside a tab.

    Sub Tabs example

  • Background Fields: These fields contain nested or expandable content, such as:

    • Fields with subfields (e.g., Dropdown Box/Back, Selection Box/Back)
    • Fields with subrecords (e.g., Recurring Entries)

    These fields allow you to organize additional related data within a parent field.

    Background Field example a dropdown box/back

  • File Manager: This is a default tab placed at the end of all tabs after a record has been created. For more information, see File Manager.

Quick Start: Every guide below starts from Template Setup → Define Fields → [Your Workflow]
Already there? Jump straight to the section you need.

How to Add Pinned Fields​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the Field Definition root node.

  4. Click the Add button. A new field placeholder will be created below the Field Definition.

  5. In the Field Label box on the right side, enter the name for the new field.

    Field label assignment

  6. In the Column Type dropdown below, choose the field type (e.g., FreeText).

    Field column type selection

  7. In the Length box, enter the maximum number of characters to store for this field (e.g., 50).

    Field length assignment

  8. Click the Save button.

  9. Navigate to any record in the workflow to see the new pinned field.

    New pinned field in a form display

How to Add Tab Fields​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the Field Definition root node.

  4. Click the Add button. A new field placeholder will be created below the Field Definition.

  5. In the Field Label box on the right side, enter the name for the new tab field.

  6. In the Column Type dropdown below, choose the Tab field type.

    New tab field with the Tab type assignment

  7. Click the Save button.

tip
  • The Tab field is used to organize or group related fields together.
  • You can add subtabs that contain its own subgroup of fields.
  • You can add Recurring type fields to manage subgroups of records inside a tab.
  • You can drag and drop fields from other tabs to reposition them.

How to Add a Field Inside a Tab​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you wish to add a field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new field.

  6. In the Column Type dropdown below, choose the field type.

    New field inside a a tab

  7. Click the Save button.

  8. Navigate to any record in the workflow to see the new field.

    New field inside a a tab when viewed in a record

How to Edit a Field​

warning

Ensure that editing a field is properly communicated to your team, as it may affect reports, integrations, or workflows that reference the field. Team members may be confused if the field's original form has changed (e.g., for Free Text type, if the maximum character length has been reduced or the field has been changed to required).

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the field. It will display the properties that you can change on the right side.

  4. Modify the options as needed. For a Free Text field, you can change the label, length, form display appearance, required status, and search inclusion in the record listing.

    Editing a field

    tip

    The field will display in blue text when the application detects a change.

  5. Click the Save button.

How to Delete a Field​

danger

Deleting a field is permanent and will delete all of its data. Ensure that the field is no longer needed and that its removal is properly communicated to your team, as it may affect reports, integrations, or workflows that reference the field.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the field.

  4. Click the Delete button to mark it for deletion.

    Deleting a field

    tip

    The field will display in red text when it is marked for deletion.

  5. Click the Save button.

How to Make a Field Searchable​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the field you wish to make searchable. Its properties will display on the right side.

  4. Click the Search checkbox to enable indexing of the field for the record listing search.

    Enabling field search

  5. Click the Save button.

How to Add a Dropdown Field​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you want to add the field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new dropdown field.

  6. In the Column Type dropdown below, choose Dropdown Box.

    Adding a dropdown box field

  7. Click the Save button.

  8. Navigate to any record in the workflow to see the new dropdown field.

    Dropdown box field in the record

tip

You can restrict users from adding dropdown items. See Dropdown Fields in the Workflow Settings.

How to Add a Date Field with Advance Notifications​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you want to add the field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new Date field.

  6. In the Column Type dropdown below, choose Date.

  7. Check the Notify property.

    Adding a Date field with advance notification

  8. Click the Save button.

  9. Navigate to any record in the workflow to see the new date field.

    Date field with advance notification in the record

Field Components

The Date field with advance notifications consists of three parts:

  • Month box - Number of months in advance before the date to send notification.
  • Date box - The target date that also triggers a notification when reached.
  • Email address box - The recipient who will receive the notifications.
How to Stop Notifications

Click the 'X' button to clear all three values (month, date, and email).

Notifications will not trigger if any value is missing.
To fully stop them, all three fields must be blank.

How to Add a Tickler Field with Follow-up Notifications​

Tickler fields are useful for compliance monitoring and post-date obligations, such as checking if contract parties are meeting their commitments after a contract date.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you want to add the field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new Tickler field.

  6. In the Column Type dropdown below, choose Tickler.

    Adding a Tickler field

  7. Click the Save button.

  8. Navigate to any record in the workflow to see the new tickler field.

    Tickler field in a record

Field Components

The Tickler field with follow-up notifications consists of three parts:

  • Month box - Number of months after the date to send notification.
  • Date box - The target date that also triggers a notification when reached.
  • Email address box - The recipient who will receive the notifications.

Example use case: For a contract signed on January 1st with a 3-month tickler, the contract manager receives notifications on January 1st and April 1st to verify both parties are meeting their obligations.

How to Stop Notifications

Click the 'X' button to clear all three values (month, date, and email).

Notifications will not trigger if any value is missing.
To fully stop them, all three fields must be blank.

How to Add a Sub Tab Field​

If you wish to group related fields inside a tab, you can add a Sub Tab field.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you want to add the Sub Tab field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new field.

  6. In the Column Type dropdown below, choose Sub Tab.

    Adding a Sub Tab field

  7. Click the Save button.

  8. A Sub Tab needs to have a subfield. Click the new Sub Tab field to add the subfield.

  9. Click the Add button. A new field placeholder will be created below the Sub Tab field.

  10. In the Field Label box on the right side, enter the name for the new subfield.

  11. In the Column Type dropdown below, choose the field type (e.g., Free Text).

  12. Check or fill the other field properties as needed.

    Adding a Subfield inside a Sub Tab field

  13. Click the Save button.

  14. Navigate to any record in the workflow to see the new Sub Tab and its subfield. The Sub Tab has a lighter background color than its parent tab.

    Sub Tab with a subfield

How to Create a Line Separator Between Fields​

If you wish to have a visual separator between a group of fields, you can add a Line field. For example, this screenshot shows Term Tickler fields that can be grouped together by a Line field.

Sub Tab with a subfield

Here are the steps to do this:

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you wish to add a field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new Line field (e.g., Tickler Notifications)

  6. In the Column Type dropdown below, choose Line.

    Adding a new Line field

  7. Drag the new Line field just above the field where you wish to separate the fields.

    Dragging the Line field to a new position

    After dragging the Line field.

    Line field in a new position

  8. Click the Save button.

  9. Navigate to any record in the workflow to see the new Line separator field.

    New Line field in the record

How to Add a Dropdown with Background Fields​

A Dropdown Box/Back field allows you to select an item from a list and view its associated details (such as contact information, specifications, or metadata). This helps maintain data consistency, reduces manual data entry, and keeps related information organized within your workflow. Here are the steps to add one:

  1. Click Template Setup, then click Define Fields.
  2. From the Workflows listing, find and click your assigned workflow.
  3. On the Define Fields page, click the tab where you wish to add a field.
  4. Click the Add button. A new field placeholder will be created below the tab.
  5. In the Field Label box on the right side, enter the name for the new field (e.g., Contract Owner).
  6. In the Column Type dropdown, choose Dropdown Box/Back. Adding a Dropdown Box/Back field
  7. Click the Save button. You will receive a message that says you need to add the child fields (subfields) to properly set up the Dropdown Box/Back field. New Dropdown Box/Back field reminder
  8. Click the Manage Background Fields button. The page will update to help you add or manage its subfields. Managing the Dropdown Box/Back subfields
  9. Click the parent node (Contract Owner).
  10. Click the Add button. A new field placeholder will be created below.
  11. In the Field Label box on the right side, enter the name for the new subfield (e.g., Contract Owner Name).
  12. In the Column Type dropdown, choose the field type (e.g., Free Text). Adding a Free Text subfield to the Dropdown Box/Back field
  13. Click the Save button.
  14. To add another subfield, click the parent node (Contract Owner).
  15. Click the Add button. A new field placeholder will be created below.
  16. In the Field Label box on the right side, enter the name for the new field (e.g., Contract Owner Email).
  17. In the Column Type dropdown, choose the field type (e.g., E-Mail Address). Adding an email subfield to the Dropdown Box/Back field
  18. Click the Save button.
  19. Click the Go Back button when done.
  20. Navigate to any record in the workflow to see the new Dropdown Box/Back field. Dropdown Box/Back field in the form display
tip
  • The Dropdown Box/Back field has a View Entry button to help you see its nested subfields.
  • You can click the Add [+] button to add new dropdown items.
  • To manage or edit the list of dropdown items, you will need to use the Manage Field Data Entries menu, then choose the Multi Field option.

How to Add Multiple Entries Within a Record (Recurring Entries)​

The Recurring Entries field lets you create multiple entries within a single record, where each entry has the same set of fields.

For example: In Compliance Management tracking of a contract, you might need to track dozens of different compliance controls. Instead of creating separate records for each control, Recurring Entries allow you to list all controls within one record. Each control entry captures:

  • The compliance control name
  • Responsible email contact
  • Fine amount details
  • Control specifications

This keeps related information together while maintaining structure and making it easy to add, edit, or remove individual entries as your compliance requirements change.

Adding a Recurring Entries Field​

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the tab where you wish to add a field.

  4. Click the Add button. A new field placeholder will be created below the tab.

  5. In the Field Label box on the right side, enter the name for the new field (e.g., Compliance List).

  6. In the Column Type dropdown, choose Recurring Entries.

    Adding a Recurring Entries field

  7. Click the Save button. You will receive a message that says you need to add the child fields (subfields) to properly set up the Recurring Entries field.

    New Recurring Entries field reminder

  8. Click the Manage Background Fields button. The page will update to help you add or manage its subfields.

    Managing the Recurring Entries

  9. Click the parent node (Compliance List).

  10. Click the Add button. A new field placeholder will be created below.

  11. In the Field Label box on the right side, enter the name for the new subfield (e.g., Compliance Control).

  12. In the Column Type dropdown, choose the field type (e.g., Free Text).

  13. In the Length box, enter 100.

  14. Click the Save button.

  15. Click the parent node (Compliance List).

  16. Repeat the steps for adding the remaining fields:

    Field NameTypeLength
    Compliance ControlFree Text100
    EmailE-Mail Address
    Details With Fine AmountFree Text200
    Details of ControlFree Text200

    You should have the following subfields:

    Recurring Entries Subfields

  17. Click the Go Back button when done.

  18. Navigate to any record in the workflow to see the new Recurring Entries field.

    Recurring Entries in the record display

Adding an Entry to the Recurring Entries Field​

  1. Click the View Repeat Entries link. The Recurring Entries window will appear for new entries.

    Adding a new entry to Recurring Entries field

  2. Enter the information for each field.

  3. Click the Save Entry button when done.

  4. Click the New Entry button if you wish to add more items.

    New Entry to add new items

    You should see multiple rows of entries in the Recurring Entries window like shown below:

    Recurring Entries items

  5. Close the window when you are done.

How to Reposition Fields​

If you wish to change the position of fields or tabs, just drag and drop them into a new location. Their new position affects how they will be displayed in the form.

How to Unpin Fields​

Pinned fields are those fields that are placed outside of any tabs. If you wish to unpin them and place them inside a tab, just drag and drop them.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the pinned field you wish to move.

  4. Drag and drop it inside a tab.

    Repositioning a pinned field

  5. Click the Save button.

How to Reposition a Field Within a Tab​

You can change the position of fields within a tab by dragging and dropping them into a new location.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, find the tab where you wish to reposition a field.

  4. Drag and drop the field before or after another field.

    Repositioning a field

  5. Click the Save button.

How to Reposition Tabs​

If you wish to reposition the tabs, you may need to collapse all tabs first to make it easier to change their location.

  1. Click Template Setup, then click Define Fields.

  2. From the Workflows listing, find and click your assigned workflow.

  3. On the Define Fields page, click the Collapse All button.

  4. Click the tab that you wish to reposition.

  5. Drag and drop the tab before or after the other tabs.

    Repositioning a tab

  6. Click the Save button.

Define Headers​

The Define Headers menu allows you to customize the display order of fields in record listing and email notifications.

The Define Headers menu

On the Define Headers page, you will see the list of fields and their types along with the configuration options: Header, Email Notification, Pending Requests, and Pending Signatures.

The Define Headers page

ColumnDescription
Header (Record Listing)The fields to be displayed in the record listing
Email NotificationThe fields to be included in email notifications
Pending RequestsThe fields to be displayed in the Pending Actions and Routing Report pages
Pending SignaturesThe fields to be displayed in the Pending Signatures page
tip

For Date (Notify) or Tickler fields, you can specify which related fields to include in the email notification. For example, if you have an Expiration Date tickler field, you can include an Expiration Message field in the notification.

How to Configure the Record Listing Fields​

  1. Click Template Setup, then click Define Headers.
  2. From the Workflows listing, find and click your assigned workflow.
  3. In the Header column, select the dropdown for the field you wish to include.
  4. Choose a number between 1 and 9. This number determines the order of appearance of the field in the record listing. Choosing 0 will exclude the field.
  5. Click Save when done.
  6. Click the Records tab.
  7. From the Workflows listing, select the workflow.
  8. Click Records > View or Edit menu, the chosen fields will be displayed in the record listing.

Example: The Define Headers page with selected fields for record listing.

The Define Headers page with selected fields for record listing

The record listing displaying the selected fields.

The record listing showing configured fields from Define Headers page

How to Configure the Email Notification Fields​

  1. Click Template Setup, then click Define Headers.
  2. From the Workflows listing, find and click your assigned workflow.
  3. In the Email Notification column, select the dropdown for the field you wish to include.
  4. Choose a number between 1 and 9. This number determines the order of appearance of the field in the email notification. Choosing 0 will exclude the field.
  5. Click Save when done.

Example: The Define Headers page with selected fields for email notification.

The Define Headers page with selected fields for email notification

info
  • For Tickler or Date (Notify) fields, a […] (show more) button will appear, allowing you to select additionals fields to include in the email notificaiton.
  • If the dropdown is set to zero and there are fields selected using the show more option, those selected fields will override the Email Notification dropdown settings.

How to Override Email Notification Fields​

The application allows you to specify a custom set of fields to include in the email notification when a Tickler or Date Notify field triggers an email.

  1. Click Template Setup, then click Define Headers.
  2. From the Workflows listing, find and click your assigned workflow.
  3. In the Email Notification column, select the dropdown for the Tickler or Date (Notify) field.
  4. Set the dropdown value to 0 to enable field override.
  5. Click the [...] (show more) button.
  6. In the popup window, select a field from the available list and click the right arrow button to add it to the selected fields.
  7. Repeat step 6 for all fields you want to include.
  8. Click the Save button when done.

Example: The Define Headers page with show more button to override email notification.

The Define Headers page with show more button to override email notification

The Define Headers page popup window.

The Define Headers' page popup window

How to Configure the Pending Actions Fields (Routing)​

  1. Click Template Setup, then click Define Headers.
  2. From the Workflows listing, find and click your assigned workflow.
  3. In the Pending Requests column, select the dropdown for the field you wish to include.
  4. Choose a number between 1 and 9. This number determines the order of appearance of the field in the Pending Actions page. Choosing 0 will exclude the field.
  5. Click the Save button when done.

Example: The Define Headers page with selected fields for display in the Pending Actions page.

Selected fields for display in the Pending Actions page

Important

Configuring Pending Requests fields is required to properly display the Pending Actions page.

How to Configure the Pending Signatures Fields​

  1. Click Template Setup, then click Define Headers.
  2. From the Workflows listing, find and click your assigned workflow.
  3. In the Pending Signatures column, select the dropdown for the field you wish to include.
  4. Choose a number between 1 and 9. This number determines the order of appearance of the field in the Pending Signatures page. Choosing 0 will exclude the field.
  5. Click the Save button when done.

Example: The Define Headers page with selected fields for display in the Pending Signatures page.

Selected fields for display in the Pending Signatures page

Important

Configuring Pending Signatures fields is required to properly display the Pending Signatures page.