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What even are Custom Document Properties?

cprevedel

I'm talking about the user-defined key and value pairs (Document > Document Properties > Custom tab). The use of "key" and "value" suggests that one should be able to reference the defined value somewhere by calling the key. The only thing I can think of is in Labels and Formula Columns, but I cannot find a way to use them in either.

I also cannot find anyone talking about what they are or how to use them anywhere. It's concerningly mysterious!

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Accepted answers

Carol Hagen

The use cases for Custom document properties

Custom PDF properties provide a way to embed structured, machine-readable data directly into your files. Because they are hidden from the standard view but readable by software, they allow you to transform static documents into dynamic assets within digital workflows. Specific, actionable ways these properties are utilized include:

Automated Routing and Filing: Enterprise Content Management (ECM) systems use these tags to automatically route documents. For example, a property like Routing_Queue: Accounts_Payable ensures the PDF is sent to the correct department's Adobe Document Cloud workflow.
Dynamic Data Merging: Templates and plugins (such as mail-merge tools) read custom properties to automatically populate headers, footers, and fillable fields. If you define a property like Customer_Name, external scripts can dynamically stamp this onto the PDF upon generation. [1, 2]
Database Synchronization: By embedding a unique primary key (e.g., Database_Record_ID: 99482-X), document tracking systems can instantly link a downloaded PDF back to a specific row in your SQL database or SharePoint list.
Granular Access Control: Rights management software reads custom properties (like Security_Level: Confidential) to restrict who can open, print, or copy text from the document, even after it leaves your organization's internal network.
Advanced Archiving: Custom properties enable highly specific search queries. Archivists utilize these fields for metadata mapping, such as storing the physical box number Archive_Box: 12B or digitizing cataloging tags.

Here's 1 specific use in Bluebeam for a Header:

All comments

Carol Hagen

Custom properties are metadata fields beyond the standard PDF metadata (title, author, subject, etc.). They can be:

Organizational: e.g., “Project Name,” “Client,” “Revision Number.”
Searchable: useful for filtering large document sets in Bluebeam’s search or in file managers.
Workflow‑linked: for example, linking to a takeoff label, formula column, or other metadata fields community.bluebeam.com.

While Bluebeam doesn’t currently expose a direct “call” feature to use a custom property value in labels or formulas, they can still be used in:

Labels (if the property name matches a label column).
Formula columns (if the property name is referenced in a formula).
Search filters and document management workflows.

Best practices

Use clear, consistent naming (e.g., ProjectName, ClientID).
Keep values short and standardized for easier search.
Store important project or workflow metadata here to avoid cluttering the document with comments or annotations.

By using custom properties, you can make your Bluebeam PDFs more searchable, organized, and consistent, especially in large document sets or multi‑user workflows

Dhanush Kodi Raj

Hi cprevedel

I've wondered the same. From what I've seen, the Custom document properties mainly act as metadata attached to the PDF rather than variables you can reference throughout Revu. It would be great if Bluebeam allowed those key/value pairs to be used in formulas, labels, stamps, or markups. That would make them much more useful for automation.

Thank You

cprevedel

Thank you for the detailed reply! However, despite extensive testing, I cannot use a custom property in a Label or Formula column. If you have a file that successfully references a custom property, would you share it?

cprevedel

It seems like so, SO many features in Revu are almost great, but have arbitrary limitations that are a headache to work around. (eg, one markup on multiple legends, or using custom columns in a text box)

Frustrating! Thanks for validating my confusion.

Ken Phelps

You can create a custom column called Material for example. In that column is a choice list of several options. If you want to show the selected material in the Label field, but the «Material» value in it. This will capture the choice selected in the material column and show it in the Label column. Any column can be used in the Label field. Be sure to start with the double chevron. «

In regards to a formula, i could create another new column for subtotal and take the measurement multiplied by the material column mentioned earlier. The main piece to not forget is a formula needs numbers. So when making the list of choices in the material column you have to check the box for "assign numeric value" and give the selection a number (value).

cprevedel

This is a very detailed and helpful reply - but not for the question I asked! You're providing a helpful overview of how to use custom columns for someone who is unfamiliar. (As a side note - this only works in some, but not all, measurement markups. Do you know why there's such a seemingly arbitrary limitation?)

However, I am asking about custom document properties. These are found in the Properties panel, at the very bottom, under Custom Properties (but only when nothing is selected), or in Document > Document Properties > Custom.

Carol Hagen

The use cases for Custom document properties

Automated Routing and Filing: Enterprise Content Management (ECM) systems use these tags to automatically route documents. For example, a property like Routing_Queue: Accounts_Payable ensures the PDF is sent to the correct department's Adobe Document Cloud workflow.
Dynamic Data Merging: Templates and plugins (such as mail-merge tools) read custom properties to automatically populate headers, footers, and fillable fields. If you define a property like Customer_Name, external scripts can dynamically stamp this onto the PDF upon generation. [1, 2]
Database Synchronization: By embedding a unique primary key (e.g., Database_Record_ID: 99482-X), document tracking systems can instantly link a downloaded PDF back to a specific row in your SQL database or SharePoint list.
Granular Access Control: Rights management software reads custom properties (like Security_Level: Confidential) to restrict who can open, print, or copy text from the document, even after it leaves your organization's internal network.
Advanced Archiving: Custom properties enable highly specific search queries. Archivists utilize these fields for metadata mapping, such as storing the physical box number Archive_Box: 12B or digitizing cataloging tags.

Here's 1 specific use in Bluebeam for a Header:

Carol Hagen

Here's the custom Properties for that header:

cprevedel

This seems interesting! After some testing, it looks like headers/footers are not dynamic, ie, changing the value of the property does not update the header/footer. This makes them entirely useless for the application I had in mind, unfortunately.

Do you know of any methods (tools or exploits) that allow a custom property to be referenced in a markup label or custom column?