How to Create and Manage Dictionaries

This document explains how to create, configure, and delete dictionaries in DocStudio.

See the Glossary for DocStudio term definitions.

Before you start

You must have the Dictionary editing permission to create or manage dictionaries.

With this permission, you can:

• create dictionaries

• add columns

• reorder columns

• edit columns

• delete records

• change the dictionary name

• change the description and access level

• delete dictionaries

• create records and edit record values

Create a dictionary

1. Open Dictionary in the sidebar.

2. Click the button.

Configure dictionary settings

After you create a dictionary, configure its basic settings.

1. Set Name. The default value is New dictionary. The maximum length is 128 characters.

2. Set Description if needed. The maximum length is 256 characters.

3. Use Allow filtered access to control which values are available in an envelope dictionary field.

   • Off — users can select any value from the selected column

   • On — available values depend on other field values

4. Set Access level. The default value is Mailbox.

   • Mailbox — only the current mailbox can use the dictionary

   • Account — all mailboxes in the same account can use the dictionary

   • Public — all mailboxes can use the dictionary

Manage columns

1. Click Add column to create a new column.

2. Enable Extended Character limit if you need up to 5000 characters in that column.

If you enable Extended Character limit, this column can be used only in Lookup fields. It is not available for Dictionary fields.

Columns with an extended character limit cannot be used to filter dictionary records. If a Lookup field uses such a column, the field cannot be enabled for search or filtering in the mailbox.

Hover over a column header to open column actions:

• Copy column UUID

• Filter

• Rename

• Delete

If a column is less than 300 px wide, these options collapse into a single dropdown menu.

Drag the Column icon to reorder columns. DocStudio uses the same order when you create dictionary fields.

Manage rows

1. Click Add row to create a new record.

2. Select rows with the checkbox.

3. Click Delete rows when you need to remove selected records.

Cleaned dictionary values

DocStudio automatically removes unsupported characters from the beginning and end of dictionary record values. This applies when you add a new row, edit an existing row, or import dictionary records from a file.

DocStudio removes leading and trailing spaces, tabs, line breaks, carriage returns, and non-breaking spaces. Characters inside the value are not removed, so spaces between words stay unchanged.

Import or export a dictionary

• Click Import to upload a dictionary from your computer.

• Click Export to start an export. When the export is ready, DocStudio sends the download link by email.

When you import a CSV file, DocStudio automatically enables Extended Character limit for any column containing a value longer than 256 characters.

Delete a dictionary

1. Open the dictionaries list.

2. Click Delete next to the dictionary.

3. Confirm the action.

What happens after you delete a dictionary or column

Template behavior

If you delete a dictionary or a dictionary column, the template becomes invalid. Select a new dictionary or column in the dictionary field properties.

Envelope behavior

If you delete a dictionary or a dictionary column, the dictionary field is disabled during processing. The envelope is destroyed automatically after the expiration date.

If Custom values is enabled, the dictionary field behaves like a text field and accepts manual input.

Related topics

• Template Dynamic Fields Overview

• Dictionary Field

• Lookup Field