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Glossary

Creating and Inserting Document Variables in Disclosure Management

Overview

For frequently used texts or formulations in Disclosure Management documents, document variables can be used, which can be retrieved and inserted in every Excel or Word file via the Word or Excel ribbon.

In Disclosure Management, predefined document variables are available for the year, previous year, and reporting date. Additional custom variables can be created in the Variables workspace.

The date format of date variables (such as reporting date) can be configured in the document settings — with a leading zero (for example, 30.06.) or without (for example, 30.6.).

Document variables can also be used in the text parameters of an import processing, for example to filter on a reporting period that changes when the report is rolled forward. For more information, see Using Document Variables in Text Parameters.

Creating Document Variables in Disclosure Management

Document variables are created in the Variables workspace of Disclosure Management. The Variables workspace is displayed as follows, for example:

Shows the 'Variables' workspace of the document 'Demo' in Disclosure Management with the 'Default variables' 'Current year 2024', 'Previous year 2023' and 'Due Date', the 'Custom variables' with 'My Variable', the 'Variable Details' with 'Name', 'Description' and 'Value', and the 'Add new variable' button. Highlighted in red is 'Variables' in the overview.
Workspace 'Variables'

To create a new document variable in Disclosure Management:

1

Click Add new variable.

2

Enter the Name, Description (optional), and Value of the variable.

3

Click Create.

The new variable is created and can be inserted into a Word document (see Inserting a Document Variable).

Inserting a Document Variable in Disclosure Management

How you insert a document variable in Disclosure Management depends on the Office variant you use. In Office for the Web and Office Native, the user guidance and interface are identical.

Office for the Web and Office Native

In Office for the Web and Office Native, proceed as follows to insert a document variable:

1

Click the Document Variables button.

Shows the 'Disclosure Management' tab of the Excel ribbon in Office for the Web with the areas 'Server', 'File', 'Layout', 'Settings' and 'Help'. Highlighted in red is the 'Document Variables' button in the 'File' area.
'Document Variables' button in the ribbon
2

The Document Variables task pane opens on the right. The Variable(s) list section lists all available document variables with their Name, Value, and Description. Initially, it contains document variables for the current year, previous year, and reporting date.

Shows the 'Document Variables' task pane of Disclosure Management with the search field, the 'Selection' area with the cell 'B4', and the 'Variable(s) list' with the variables 'Current year 2024', 'Previous year 2023' and 'Due Date' (each 'Assigned') and 'Planning year 2025' with the 'Assign' link.
'Document Variables' task pane
3

In the Excel worksheet, select the cell where you want to insert the document variable.

The selected cell is shown in the Selection area.

4

For the desired document variable, click Assign.

The document variable is inserted into the selected cell and its status changes to Assigned. A document variable can be assigned to only one cell at a time.

To remove a document variable's assignment, select the cell containing the document variable and click Detach in the Selection area. The document variable is removed from the cell and can then be assigned to another cell.

Shows the 'Document Variables' task pane of Disclosure Management with the cell 'B4' in the 'Selection' area and the assigned variable 'Planning year 2025' with the 'Detach' link.
Removing a document variable's assignment

In Office for the Web and Office Native, you can highlight inserted document variables in a Word document: on the DM-Content tab, click Set and select the Document Variables entry. Use Remove | Document Variables to remove the highlight again (see Ribbons for MS Office for the Web).

Office for Desktop

In Office for Desktop, insert a document variable into Excel or Word documents as follows:

1

Select a cell in an Excel file or place the cursor at the desired position in a Word file.

2

Click Insert document variable in the Excel or Word ribbon.

Shows the Word ribbon for Disclosure Management in Office for Desktop with the areas 'Server' and 'Datei'. Highlighted in red is the 'Insert Document Variable' button.
Inserting a document variable via the Word ribbon

The Insert document variable dialog will be displayed. The dialog lists all the document variables that have already been created, along with their Name, Value, and Description. Initially, this will contain document variables for the current year, previous year, and reporting date:

Shows the 'Insert document variable' dialog of Disclosure Management in MS Word with the field 'Filter', a list with the columns 'Name', 'Value' and 'Description' and the variables 'My Variable', 'Current year 2024', 'Previous year 2023' and 'Due Date', and the 'Insert document variable' button.
'Insert Document Variable' in MS Word
3

Select the desired document variable.

4

Click Insert document variable.

When you insert document variables in MS Excel, corresponding names are created automatically for the relevant cells (see Names and Name Extensions in MS Excel).

This content was generated using AI and reviewed by Lucanet subject matter experts before publication.

Last updated on Sep 7, 2026

Table of Contents
OverviewCreating Document Variables in Disclosure ManagementInserting a Document Variable in Disclosure ManagementOffice for the Web and Office NativeOffice for Desktop
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