Objects

In Vasion, an Object An Object is a group of related fields that can be applied to a document, workflow or form. The object fields are used to capture and index data that can be used to create forms, map to a document, and/or assign to a workflow. is a grouping of defined fields used to identify documents or database records. The object is used to categorize the data and documents that are stored in Vasion Automate Pro. Once you determine the category for your object, you create object fields to capture the data in a comprehensive manner to index The action of classifying and providing specific identification information for speedy document retrieval and search for documents quickly and easily.

Object Fields

The object fields are the fields into which you want to capture object data. If you looked at the object in a table data form, each object record is a row and the object field is the column header that captures specific information for that row or record.

Key Points

Here is some important information you should know about objects and fields.

Object fields must have unique names. You cannot save two fields with the same name, even across objects.
You can associate an object field with more than one object. See Add Existing Object Fields for details on how to do this.

Object Field Types

Object Field Types
Field Type	Example Value	Description	Notes
Textbox	John Smith	Accepts short, alphanumberic values.
Dropdown	Option 1, Option 2, Option 3, cont.	Displays a predetermined list of values from which a user can make a selection.
Date	5/28/2026	Stores date values.	When this field type is used in a form, a date picker displays for the end user.
Number	42	Stores numeric values.	Required to use data entered for calculations. When this field type is used, two additional options become available: Show Decimal Places & Show Comma. Hover over each for details. The object field stores only the numbers, not the formatting.
URL	http://docs.vasion.com/ap	Stores web addresses.	Only allows input in the form of a web link.
Email	support@vasion.com	Stores email addresses.	Only allows input of properly formatted email addresses. This type of field is required for Document Templates and Signature Templates to capture the signer's email address and associate it with a zone.
Checkbox	Option 1, Option 2, Option 3 (Inclusive)	Allows selection from predetermined values by checking a box. This field type allows for multiple selections.	Used exclusively on forms. Only displays in the document data view if selected values are saved to the object.
Radio Button	Option 1, Option 2, Option 3 (Exclusive)	Allows selection from predetermined values by checking a box. This field type allows for a single selection.	Used exclusively on forms. Only displays in the document data view if selected values are saved to the object.
Currency	$58.35	Stores monetary values.
Signature Field	support@vasion.com	Stores the form approver's email address.	Only allows input of properly formatted email addresses.
Text Area	The object fields are the fields into which you want to capture object data. If you looked at the object in a table data form, each object record is a row and the object field is the column header that captures specific information for that row or record.	Stores alphanumeric values in a large multi-line text box for larger data inputs.
Address	Vasion 432 S Tech Ridge Dr St. George, UT 84770	Stores addresses, geolocation data, or other location information.

Default Object Fields

When you create a new object, by default, the following system fields are predefined for the object:

Default Object Fields
Field Type	Example Value	Description	Notes
Workflow Status	Approved	Stores the status of the workflow.	Automatically updates as the document moves through each workflow step.
Workflow Approver	Smith, John	Stores the name of the person or group assigned to approve the current step.	Name is stored first, last.
Workflow Due Date	5/28/2026	Stores the date the workflow is due.	Due dates are not required.
Workflow Initiator	John.Smith@vasion.com	Stores the username of the user who initiated the workflow.	If the workflow was initiated by an automation, this field will display Admin.
Created By	John.Smith@vasion.com	Stores the username of the user who created the document.	If the document was created by an automation, this field will display Admin.

The workflow engine uses these system fields for routing the document, updating the status and tracking date requirements. The fields are included by default because the field names and properties have to be consistent and the same all the time. The workflow fields are hidden by default. To make the fields visible in an object:

Select Edit.
Deselect the Hidden field option.

For more details about editing fields, see Edit an Object Field.

Field Settings

The field type determines which options are available.

General Settings

The following options are available for all fields:

General Settings
Field Setting	Description	Notes
Hidden	Designates this field to be hidden on the document viewer side bar and other areas within Vasion Automate Pro.	Only users assigned the Role to View Hidden Fields, are able to see this field or the data stored within it. This option will not hide this field if added to a form. To do so, see Text Field Component Configuration.
Mandatory	Designates this field mandatory.	Typically used in forms to ensure the user inputs data. If a user doesn’t complete the field, they’ll see a prompt to do so before the form can be submitted.
Read-Only	Makes the field read only and prohibits changes to the data.	Use this option to store system-generated data such as system date or fields that store data retrieved by running a lookup.

We recommend that any field you mark as Mandatoryis not marked Hidden if a user is required to enter or update data to submit the form.

Additional Settings

The following additional options are available for each of the fields below:

Textbox fields

Additional Textbox Field Settings
Field Setting	Description	Notes
Max Length	Maximum number of characters that can be entered.	Allows for integers between 1 and 4000.
PII Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. Data	Data entered into this field includes Personal Identifiable Information.
SSN Mask	Sets a social security number mask.	Automatically sets the field length to a maximum length of 11 characters and applies a mask with hyphens for data input.
Total Page #	Automatically inserts the total number of pages in the document.

Dropdown fields

Additional Dropdown Field Settings
Field Setting	Description	Notes
Value	Enter each value from which you want the user to select. Every time you press the [Enter] key, the value is displayed in the area below.	To delete a previously entered value, select the trash icon. If you have a large number of options, you can quickly create the drop-down values by importing a CSV file.
PII Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. Data	Data entered into this field includes Personal Identifiable Information.
Allow Multiple Values	Allows the user to be able to select more than one value from the list.
Filter Values	Allows you to use the values from the current field list as a filter. You then have the option to select a dropdown field you have already set up.	To create a dropdown filter, see Create a Dropdown Filter.

Date Fields

Additional Date Field Settings
Field Setting	Description
PII Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. Data	Data entered into this field includes Personal Identifiable Information.
System Date	Automatically captures the date when the document is created.

Text Area Fields

Additional Text Area Field Settings
Field Setting	Description	Notes
Max Length	Maximum number of characters that can be entered.	Allows for integers between 1 and 4000.
PII Any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. Data	Data entered into this field includes Personal Identifiable Information.