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Some values are the same for every class in a program. Some change every time you run it — a state approval number, a session number, a vendor course ID. Document fields are how you store the ones that change. You define the field once on the program. Then each class fills in its own value. Find them at Settings → Document fields on any class.

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Where the values get used

A document field can feed two things:
  1. Application PDFs. The value is stamped onto the PDF a student fills in or signs.
  2. Access codes (credentials). The value goes into the email and dashboard details a student receives for a course.
Under each field the page tells you what uses it, so you know what you are changing.

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Example

Your program is a state-approved EMT course. Every run gets its own course approval number from the state. You add one field to the program called State approval number. Then on each class you type that class’s number. The right number lands on every student’s paperwork with no copy and paste.

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Changing a value after students have started

This is the part to read slowly. Changing a value can affect paperwork that already exists. When you save a change, the page tells you what is affected and asks you to confirm.
Voiding a signed PDF means the student has to sign it again. Only change a value on a signed document when you have to.
If a class’s PDFs fall out of date, a yellow banner appears on this section with a Review & update button.

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Leaving a field empty

An empty field holds every document and credential that uses it. Nothing goes out half-finished. That is deliberate. It is better for a code to wait than for a student to get a blank course ID and land in the wrong place.

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Credential details for this cohort

Under the document fields you may see a second card: Credential details for this cohort. These are the access-code details for courses in this program — a course ID, a course web address, and so on. The course has a default. What you type here wins for students in this class.
  • Leave it blank and students get the course default.
  • If the course has no default, you have to set it here, or student access waits.
The hint under each box tells you exactly what students will get.

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Why a value can be missing from this card

The card lists only the details that are typed on the course. A detail that pulls from a document field is not listed here — you already set it in the document fields above, and one value gets one home. So a course ID can show under Document fields and be absent from Credential details for this cohort at the same time. That is the setup working, not a value that failed to load or one that appears closer to the class date. If a detail is not in either place, the course does not have it set up as a per-class value. See Different values per class.

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See also