---
title: "Add document record fields - Microsoft Excel"
slug: "add-document-record-fields-microsoft-excel"
tags: ["Task topic"]
updated: 2026-03-20T07:51:32Z
published: 2026-03-20T17:44:14Z
canonical: "docs.staedean.com/add-document-record-fields-microsoft-excel"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add document record fields - Microsoft Excel

To each document record, add the data fields which values must be exchanged. For external file-based documents, set up the fields in line with naming in the file. For **Microsoft Excel** documents, fields can be of any type. This topic explains how to add record fields to a **Microsoft Excel** document.

If fields are already initialized for, selected for, or copied to the record, you can review and complete the setup for these fields. To do so, skip step 6.

### Steps

1. Click **Connectivity studio - Integration Design**.
2. Click the **Documents** tab.
3. In the list, find and select the desired **Microsoft Excel** document.
4. Click **Edit**.
5. In the **Records** section, in the **Record** list, find and select the desired record.
6. Click **New**.
7. As a field name, enter a free-definable name. Usually, this is the name used in the external file. In the **Field name** field, type a value.

> [!NOTE]
> Note
> 
> The value of this field cannot have spaces.
8. As a record table, enter a free-definable name. Usually, this is the name used in the external file. The value, as entered in the **Field name** field, is the default value. You can change this value. In the **Record table field** field, type a value.

> [!NOTE]
> **Note**
> 
> The value of this field cannot have spaces.
9. Indicate if the field is a key field for the record. Select the **Key field** check box.
10. Indicate if the field is mandatory to be filled. If on processing the document, the field has no value and **Mandatory** is set to:

  - **Yes**, an error is given, and the document is not processed.
  - **Warning**, a warning message is given, but the document is processed.
  - **No**, the document is processed.

In the **Mandatory** field, select an option.
11. Set the field length carefully. Make sure the number of characters is sufficient to contain the value. If you set the length too short, the value is truncated. In the **Length** field, enter a number.
12. Define the data type of the value to be read from or written to Microsoft Excel to correctly import or export data the data.

In the **Type** field, select an option.

> [!NOTE]
> **Note**
> 
> In Microsoft Excel, you can use formulas to calculate the value of a field. Also calculated values can be read from a Microsoft Excel file.
13. Sub-task: Set external references for record.

  1. In the **Line details** section, set the external references for the record.

You can indicate which of the records fields contains the unique ID of the record in the external database. In this way, you link the external ID to the record ID.

In the **External reference** field, enter or select a value.

> [!NOTE]
> **Note**
> 
> Usually, you only use this for an **ODBC** connection with CRM or if you use web services.
  2. You can indicate which of the records fields contains the revision of the record in the external database. In this way, you find and link the latest revision to the record ID.

In the **Revision field** field, enter or select a value.

> [!NOTE]
> **Note**
> 
> You can only use this field in combination with the **External reference** field.
14. Close the page.