Using tags when assembling documents

For FileHold 16.2 and higher versions

See Merge tags for more information.

For FileHold 16.1 and lower versions

Tags can be strategically placed within a Microsoft Word document to insert information into the assembled PDF document. Information such as metadata field values, system information, and workflow information can be inserted into the newly generated document.

By default, the opening delimiter will be “[[“. The closing delimiter will be “]]”. Tags include multiple delimited fields. By default, the field delimiter will be a pipe “|”.

Each tag will have the following format: [[<type>|<name>[|<format>[|<nullreplacement>]]]. <type> is one of “md” for metadata field values or “sys” for system information. For tags of type md, <name> is a metadata field name. Where tags are of type sys, <name> is one of the fields in the table below. <format> is standard dot net formatting codes for fields except signoff-sheet, which uses non-standard formatting codes listed below. <nullreplacement> is simply text that will be used in the event the field is not defined in the context where it is being used. For example, a metadata field tag where the metadata field does not exist in the document schema for the document being converted.

If processing several documents at once, the tag information is merged depending on the information type and separated by a comma. If assembling only one document, then the metadata values is taken from the single source document.




This tag is output as a simple table similar to the signoff sheet available in the FDA or web client, it also offers a vertical format table, and a limited information list format.

The horizontal and vertical formats will include the following document information: “Signer name”, “Approval date”, On behalf of”, “Document name”, and “Workflow name”.

There are three formats codes for each of the different signoff sheet formats and one modifier. The format codes and modifier must be specified according to the following pattern: <formatcode>|<modifier>.

horizontal – similar to the standard signoff sheet displayed in the client application.

vertical – a vertically oriented version of the signoff sheet in the client application.

list – a list of approvers. Each item in the list includes the approver name, approver title from the contact information, and the approval date and time displayed in the regional format. Each approval is separated from the one before by a blank line. If the title field is blank, no title line is output.

all / – When this modifier is included, the signoff sheet should include all workflows for the main document. The /all option needs to be included in the tag if you want the workflow information to appear in the generated document.

The following is an example signoff sheet field with the horizontal format and showing all workflows.

[[sys|signoff-sheet|horizontal|all /]]

Shows the approvers in a list format along with titles and time of approval and showing all workflows:

[[sys|signoff-sheet|list| /all]]


The date the main document was approved.


The name of the workflow for the main document. The workflow could have been manually named or automatically named through a naming pattern.


Name of the workflow template.


The internal document id of the main document.


User visible automatic document version number. Note that this is the version number of the source document. When the converted document is added, it will have a different version number.


The version control number.


The document control number.


The name of the user who initiated the workflow on the main document.


The name of the user who is the owner of the main document.


The file name of the document.


A date field can be offset by a period of time in the past or the present. Negative numbers can also be used to show dates back in time. Both system and metadata field dates can be used.

For example, users want to see the renewal date of a contract start 12 months after the contract start date.



The tag format would be:

[[md|DateOffset(Effective date,0,12,0)|MMM-dd-yyyy]]

The date and timestamp right now.


The user’s full name.


The user’s login user name.


The user’s adam object ID number.

metadata field

md|metadata field name

Ensure that the spelling is exactly the same in both the metadata field and the tag.


For example, I want metadata from my bicycle model manual to be included in the assembled PDF. The tags would resemble:

Product Details

Product ID: [[md|Product ID]]

Product Model: [[md|Bike Model]]

List price: [[md|List Price]]