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.
The various conditions are explained in detail below using application examples.
Language Conditions
Control with these conditions whether a text is inserted independently of the document language or only for specific languages.
Text search: Configured texts are searched based on the document type and text type (beginning text/ending text). If matching texts are found, further restriction is made based on the Language Code.
Language-independent: A text is always inserted regardless of the document language - All Languages (e.g., general delivery terms).
Specific language: A text appears only for documents in a specific language - Language Code (e.g., English export notice only for language code ENU).
Multiple language variants: Different texts are stored for the same purpose, which are inserted independently of the document language - Language Code and All Languages remain empty (e.g., warranty text in German and English).
Example:
A beginning text "Dear Customer, thank you for your Order." is created with the option All Languages = yes. This ensures that documents without a stored language code receive this beginning text.
Additionally, the text "Sehr geehrter Kunde, danke für Ihre Bestellung." is created with the Language Code DEA, which is automatically added to documents with this language code.
If you create a document for a French customer or a customer without a language code, the beginning text with the option All Languages = yes is added (English).
If you create a document for a customer from Austria, the beginning text with the Language Code DEA is added (German).
Validity Conditions
Control with these conditions whether a text is inserted within a specific time period.
Text search: After restriction by document type, text type, and language code, the texts are additionally filtered based on the document date and the Starting Date and Ending Date fields.
Valid from Starting Date: A text is inserted if the document date is after a specific date - Starting Date (e.g., new regulations from 01/01/2026).
Limited until Ending Date: An extended text is only inserted if the document date is before a specific date - Ending Date (e.g., only valid until 12/31/2025).
Campaign period: A notice text appears only for documents within a defined time period - Starting Date and Ending Date (e.g., Christmas campaign from 12/01/2025 to 12/31/2025).
Example:
An extended text for the Christmas campaign should only be valid from 12/01 to 12/24. For this, the Starting Date is set to 12/01 and the Ending Date to 12/24.
Document Conditions
Control with these conditions for which document types a text is inserted or whether it is automatically transferred to subsequent documents.
Text search: Texts are filtered based on the settings in the FastTabs Sales, Purchase, Service, or Job for the respective document type. You can specify whether a text should appear only on specific document types or automatically on all subsequent documents.
Only for specific document type: A text is only inserted for sales invoices, not for quotes or orders (e.g., payment notice only on invoices).
Automatically on subsequent documents: A text is automatically transferred from quote to order, invoice, and credit memo (e.g., project notice consistently on all documents).
Sorting Order
Control with this value the order in which texts from different sources are inserted into the document.
Text search: If multiple texts meet the same conditions (e.g., beginning texts from item, customer, and salesperson), the Sorting Order determines the priority when merging. Texts with lower values are inserted first.
Beginning texts: With Sorting Order 10 are inserted first.
Customer-specific texts: With Sorting Order 20 appear afterwards.
Processor texts: With Sorting Order 30 are added last (e.g., salesperson-specific notes).
This allows you to precisely define the order in which texts from different master data (item, customer, salesperson, etc.) are merged in the document.
Example:
Customer 10000 Adatum Corporation has the beginning text "Dear ##Bill-to Name##," (here a placeholder is used) with Sorting Order 1 stored.
Additionally, a beginning text was created for all sales orders with the text "Thank you for your trust, we confirm the order as follows." with Sorting Order 10.
If an extended text with Sorting Order 5 is now created for all customers, it appears between the other two texts.
In the document header then appears:
Dear Adatum Corporation,
this text has sorting order 5.
Thank you for your trust, we confirm the order as follows.
Setting Up Conditions
The advanced text conditions are set up directly in the Extended Texts page in Business Central. Proceed as follows:
Open the Standard Text Codes page via the search in Business Central.
Select the desired Standard Text Code and open the associated texts via the Extended Texts action.
Select the desired extended text or create a new one.
In the General FastTab, you will find the following fields:
Language Code: Specify for which language the text applies (empty = language-independent).
Starting Date: The text is only inserted from this date (empty = no starting date).
Ending Date: The text is only inserted until this date (empty = no ending date).
Sorting Order: Specify the order in which multiple extended texts appear (see Sorting Order).
Select the document type - restrict usage to specific document types (e.g., only invoice).
Save the settings. The extended text will now be automatically inserted only when all defined conditions are met.
Tip: You can create multiple variants of the same extended text with different conditions. Business Central then automatically selects the appropriate variant.
Best Practices
Use Language Variants Wisely
Create corresponding text variants for all important business languages
Use All Languages = yes for a fallback variant (e.g., English)
Test your language variants with documents in different languages
Maintain language variants centrally to ensure consistency
Use Time Periods Effectively
Plan seasonal texts (e.g., Christmas, summer break) in advance
Use Starting Date for new legal regulations
Set Ending Date for limited campaigns or expiring regulations
Regularly review expiring texts and update them
Assign Sorting Order Systematically
Assign sorting orders in steps of 10 (10, 20, 30...) to be able to insert texts in between later
Define a fixed strategy: e.g., General (10), Customer (20), Salesperson (30)
Document your sorting logic for the team
Lower values = higher priority (appear first)
Select Document Types Strategically
Payment notices only on invoices, not on quotes
General terms and conditions consistently on all documents
Job-specific notes on all job-related subsequent documents
Enable only the document types that are really needed
Frequently Asked Questions
What happens if multiple extended texts meet the same conditions?
All matching extended texts are inserted. The order is determined by the Sorting Order field. Texts with lower values appear first.
How does the language selection work with "All Languages"?
If All Languages = yes is set, this text is used for all documents for which no language-specific variant exists. Language-specific texts take precedence.
Can I combine conditions?
Yes, all conditions can be combined. A text is only inserted if all defined conditions are met (e.g., Language Code ENU AND period 12/01-12/31 AND document type Invoice).
Common Problems
Problem: Text does not appear, although all conditions seem to be met
Cause: A hidden condition may not be met or the document type is not enabled.
Solution:
Check all fields in the General FastTab: Language Code, Starting Date, Ending Date, All Languages
Check in the FastTabs (Sales, Purchase, Service, Job) whether the desired document type is enabled
Verify that the document date is within the defined time period
Problem: Texts appear in wrong order
Cause: The sorting order is not correctly assigned.
Solution:
Open the Extended Texts and check the Sorting Order field
Lower values appear first - adjust the values accordingly
Sorting and Conditions
