> ## Documentation Index
> Fetch the complete documentation index at: https://docs.firstrespondershub.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Document fields

> Values that change from one class to the next, like a course ID on a PDF or an access code detail.

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.

## 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.

## Example

Your program is a state-approved EMT course. Every run gets its own course approval number from the state.

| Class       | Approval number |
| ----------- | --------------- |
| Spring 2026 | `EMT-2026-0114` |
| Fall 2026   | `EMT-2026-0388` |

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.

## 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.

| What already exists              | What happens                                                              |
| -------------------------------- | ------------------------------------------------------------------------- |
| **PDFs nobody has signed**       | Can be redone with the new value. Old versions are kept.                  |
| **PDFs students already signed** | Have to be voided. Those students get an email asking them to sign again. |
| **Access codes not sent yet**    | Will use the new value when they go out.                                  |
| **Access codes already sent**    | Do not change. Students keep what they got.                               |

<Warning>
  Voiding a signed PDF means the student has to sign it again. Only change a value on a signed document when you have to.
</Warning>

If a class's PDFs fall out of date, a yellow banner appears on this section with a **Review & update** button.

## 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.

## 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.

### 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](/student-access/different-values-per-class).

## See also

* [Different values per class](/student-access/different-values-per-class) — The full story on per-class access details.
* [Applications](/enrollment/applications) — Where PDF documents come from.
* [Class settings](/cohort-management/settings-overview) — The rest of the Settings tab.