This page provides practical examples for various use cases of NAVAX Document Text. Each scenario shows step-by-step how to set up and use specific features.
Structure of Examples
The examples are divided into the following categories:
Basic Functions: Line texts for G/L accounts, resources, and personalized texts
Advanced Functions: Item attributes, multilingual texts, time period conditions
Complex Scenarios: Combination of multiple features for special requirements
Tip
Use these examples as a starting point for your own configurations. Adapt the texts and settings to your specific requirements.
Basic Functions
Example 1: Line Text for a G/L Account
Open the Chart of Accounts page and select the desired G/L account.
Click Extended Texts or in the Ext. Text Exists field and select an extended text. Alternatively, you can create a new extended text with the New action.
Enter the desired text, e.g., "This G/L account is reserved for internal postings."
Activate Automatic Ext. Texts so that it is automatically inserted in new document lines.
Create a document line of type G/L Account in, e.g., a sales invoice, the line text appears automatically in the document line.
Open the Resources page and select the desired resource.
Click Extended Texts or in the Ext. Text Exists field and select an extended text. Alternatively, you can create a new extended text with the New action.
Enter a notice text, e.g., "This resource is certified for system maintenance with ISO-XYZ."
Activate Automatic Ext. Texts so that it is automatically inserted in new document lines.
Create a service order line of type Resource, the line text appears automatically in the document line.
Example 4: Miscellaneous Text for a Service Contract Group
Open the Service Contract Groups page and select the desired type.
Click Extended Texts or in the Ext. Text Exists field and select an extended text. Alternatively, you can create a new extended text with the New action.
Add a notice text, e.g., "For Vaillant customers in this service contract group, extended maintenance intervals and special service benefits apply according to manufacturer agreement."
Save the extended text.
Create a service contract quote with this type. The extended text appears in the order in the document header.
Scenario: You want to automatically display care instructions on documents for all items with the attribute "Material: Leather".
Open the Item Attributes page and select the attribute "Material"
Click Attribute Values and select the value "Leather"
Click Extended Texts and create a new extended text with the care instructions:
"Care instructions for leather products: Please treat only with special leather care products. Do not wash."
Activate the desired document types (e.g., Sales Invoice, Sales Shipment)
When you now insert an item with Material="Leather" into a document, the care instructions appear automatically below the item line
Scenario: You want a personalized beginning text with the customer name and order date.
Open the Customer Card
Create a Beginning Text and open the Text Editor
In the text editor, click the action Insert Placeholder
A list opens with all available fields of the respective document
Select the desired fields (e.g., Bill-to Name and Order Date) - they are automatically inserted into the text enclosed in ##
Your text might then look like this:
"Dear ##Bill-to Name##,
Thank you for your order dated ##Order Date##. We confirm receipt as follows."
The placeholders are automatically replaced with the actual values when inserted into the document
Important
Placeholders always use the English field names, regardless of the language setting in Business Central. If you do not know a field’s English name, you can find an overview on the Field Descriptions, Field ListField Overview page.
Scenario: You want to display a special export notice only on English sales invoices from a specific date onwards.
Open the Standard Text Codes page and create a new code "EXPORT-INFO"
Create an extended text with the export notice:
"Export Notice: This shipment is subject to customs regulations. Please ensure all documentation is complete."
Configure the conditions:
Language Code: ENU (English)
Starting Date: 01.01.2026 (new export regulations)
Ending Date: blank (valid indefinitely)
Activate only the document type Sales Invoice in the Sales FastTab
Link this text to customers who are export customers
The notice appears only when all conditions are met:
Test first: Create test documents to verify results before using texts in production
Use placeholders: Dynamic content makes your texts more flexible and personal
Plan multilingually: Create text variants for all relevant languages from the start
Check time periods: Regularly review expiring texts and update them in time
Plan sorting: Define clear sorting logic and document it for your team
Use item attributes: Instead of maintaining texts for each item individually, use attributes for groups
Test combinations: For complex conditions, test all possible cases
Documentation: Document complex configurations for maintenance
Related information
Setup, Beginning and Ending Texts Beginning and ending texts are Extended Texts that are automatically inserted before or after the document lines. They appear in sales, purchase, service, or job documents. Use these texts for notes, legal information, or individual messages to your customers...
Setup, Personalized Texts Personalized texts are Extended Texts that are specifically created for a particular customer, vendor, or salesperson/purchaser. These texts are automatically used in documents when the corresponding business partner is selected...
Setup, Miscellaneous Texts Miscellaneous texts are Extended Texts that are linked to master data such as payment terms, shipment methods, or service configurations. These texts appear automatically in documents when the corresponding configuration is used in the document...
Working with the App, Sorting and Conditions With the advanced text conditions in NAVAX Document Text, you can flexibly control which texts are used and transferred to your documents. You can specify that certain texts are automatically inserted only for selected languages, within a specific time period, or for specific document types. This ensures that all relevant information always appears correctly and contextually in your sales, purchase, service, and job documents...
Advanced Features, Item Attributes NAVAX Document Text extends the Business Central standard functionality for item attributes by automatically transferring them as document text lines to your documents. This allows important product properties such as material, color, size, or technical specifications to appear directly on quotes, orders, and invoices...
Advanced Features, Text Editor and Placeholders NAVAX Document Text provides a text editor that allows you to easily create and edit extended texts for documents. The editor supports placeholders to insert dynamic content from the respective tables. You can copy pre-formatted texts from other programs and paste them into the text editor...
Field Descriptions, Field List The field list provides you with an overview of all fields that can be selected from the chosen tables in document texts or extended texts to be used as placeholders...
Example Scenarios
