Insert and update fields

Learn how to create, edit, and manage a field and insert a field in a master page in RoboHelp.

Fields are the unique variables, which display information based on their type. For example, they can display the current date, time, or current file name, etc. You can insert fields in topics, snippets, and master pages. Various categories of fields allow you to display system, file, or project variables in your output.

Insert a field in the file

You can insert fields, such as date, time, title, and more, in topics or master pages.

  1. Open the topic or master page. Place your cursor where you want to insert the field.

  2. In the Author toolbar, click the Insert Variables/Snippets/Fields icon , and then click Field. The Fields dialog box opens. Alternatively, press CTRL+3 to open the Fields dialog box.

  3. In the Fields dialog box, select field type in the left list and then select its format in the right list. For example, if you select the Field as Date, then select the format as DD-MM-YYYY, or MM/DD/YY, etc.

  4. Navigate to the field that you want to insert and select it. 

  5. Click Insert. The field is inserted into your topic.

  6. Click  to save your work.

Remove a field from the file

You can delete fields that you have inserted into a topic. To do so, follow the below steps:

  1. Open the topic or the master page containing the field.

  2. Right-click the field that you want to delete.

  3. From the context menu, select Remove Field. The field is removed from the topic.

  4. Click  to save your work.

Work with Fields

There are various field options to work with, such as Date, Time, File, Title, Project Title, and more:

Date Allows users to enter a date, including day, month, year, or combinations of the day, month, and year.

Time Allows users to enter a time of day, including hours, minutes, and seconds using any custom time field. The time displays in a 24-hour notation with AM or PM. 

For example, you can select a time value in hh:mm:ss A, 14:40:10 PM, or M/D/YY H:mm, 3/30/20 14:40.

File Displays the file name of a topic.

Title Displays the title of a topic.

Project Title Displays the title of the project.

Fields in Master Pages

There are few Fields like Page Number and Total Pages which can only be inserted in Master Pages. To learn how to use Master Pages in RoboHelp, see Work with Master Pages.

Page Number When the master pages are applied to the topics, the page numbering is updated automatically.

Total Pages Indicates the total number of pages in the topic using the  “Page 1 of 10” format.

Add a new format to a particular field

You can add a new format to a specific field following the below steps:

  1. In the Author toolbar, click the Insert Variables/Snippets/Fields icon , and then click Field. The Fields dialog box opens. Alternatively, press CTRL+3 to open the Fields dialog box.

  2. In the Fields dialog box, click  to create a Field. The new format dialog box opens.

  3. In the field, you can specify a format for how the specified field is displayed. As you do this, the example is displayed below the field in that format. 

  4. Click Ok. 

    The new format for the specific selected field is created.

Delete a format from a particular field

  1. In the Author toolbar, click the Insert Variables/Snippets/Fields icon , and then click Field. The Fields dialog box opens. Alternatively, press CTRL+3 to open the Fields dialog box.

  2. Select a particular Field type and then hover on the format that you want to delete. Click to delete the selected format. 

  3. The selected format is deleted.

Edit a format of a particular field

  1. In the Author toolbar, click the Insert Variables/Snippets/Fields icon , and then click Field. The Fields dialog box opens. Alternatively, press CTRL+3 to open the Fields dialog box.

  2. Select a particular Field type and then hover on the format that you want to edit. Click  to edit the selected format. 

  3. The selected format is edited.

Reset to Default

You can use the Reset to Default option to restore the list of field formats back to RoboHelp's default set. 

Click the Reset to Default icon in the upper-right corner of the Fields dialog box.

Auto-update fields

With the "Auto-update this field" option selected, RoboHelp will keep the inserted field up-to-date based on its most recent value. For example, select this option while adding a File Title field to use the latest file title in the File Title field or Unselect it to use the file title value at the time of insertion.

  1. Open the Fields dialog box and choose the field format you want to auto-update.

  2. Check "Auto-update this field" at the bottom of the Fields dialog box. The respective field format would be automatically updated on a given topic.

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