Extended Texts

Extended Texts give you a way to attach longer, free-form descriptions to your Information Codes, Information Values, and individual information entries — going well beyond the single-line Description field that each of these records provides by default. Whether you need a detailed technical explanation, a multilingual product narrative, or supplementary context that simply does not fit on one line, Extended Texts let you store and manage that content in a structured, reusable way directly alongside your master data.

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Feature Overview

Every Information Code, Information Value, and information entry has a Description field, but that field is limited to a fixed number of characters. Extended Texts remove that constraint by allowing you to store as much additional text as needed, spread across as many lines as required. The content is always linked to the specific record it belongs to, which means it stays in sync with your master data rather than living in a disconnected document or spreadsheet.

Extended Texts can be entered in two formats: as plain text via the Extended Texts action, or in rich HTML format via the Extended Texts (HTML) action, which opens a full text editor with formatting capabilities. Both formats are available directly from the Information Code List, Information Code Card, Information Value List, and the Information Setup page, making it straightforward to maintain extended content wherever you work with your master data.

When the Master Data on Documents feature is configured to include extended texts, the content is automatically pulled onto sales and purchase documents alongside the standard information entries — and if language-specific extended texts have been defined through the Translations feature, the correct language version is applied automatically based on the document's language code.

Typical Use Cases

As a product manager, I want to attach a detailed technical description to the "Material Composition" Information Code so that a full explanation of the material standards and certifications is stored in the system and can flow onto customer-facing documents without having to be retyped each time.
As a regulatory affairs specialist, I want to write an extended HTML-formatted safety notice for certain Information Values related to hazardous materials, so that the formatted text — including bullet points and emphasis — can be included in purchase and sales documentation automatically and consistently.
As a marketing coordinator, I want to maintain rich product descriptions at the Information Value level for our product range categories, so that when a sales order is created the relevant product narrative is included on the order confirmation in the customer's language.
As a quality manager, I want to add extended instructional text to specific information entries on individual lot numbers, so that receiving documentation includes the correct handling instructions for each specific batch without manual editing.
As a master data administrator, I want to maintain language-specific extended texts for our key Information Codes, so that German customers automatically receive extended descriptions in German and French customers in French — with no additional effort from the sales team.

Key Concepts

Extended Texts — additional plain-text lines linked to an Information Code, Information Value, or information entry. Multiple lines are stored sequentially and combined into a single block of text when displayed or printed.
Extended Texts (HTML) — the same concept as Extended Texts, but entered and stored in rich HTML format using a built-in text editor. This allows for formatted content including headings, lists, bold text, and other HTML styling.
Information Table level — Extended Texts can be attached at three levels: the Information Code (a shared description for the code itself), the Information Value (a shared description for a particular value option), or the Information Setup (a specific description for an individual entry on a master data record such as an item or a lot number). Each level serves a different purpose and scope.
Language Code — Extended Texts can also be language-specific, meaning you can store separate extended text content for each language. When a document is generated, the app looks for a matching language-specific extended text before falling back to the default.
Add Extended Text — a setting in the Master Data on Document Content configuration that controls whether extended texts for a given Information Code are included when document content is automatically generated. This must be enabled for extended texts to flow onto documents.

Relations to Other Features or Apps

Within the Master Data Information app, Extended Texts are closely linked to Information Codes and Information Values, as these are the objects the texts are attached to. They integrate directly with the Translations feature — when a Language Code is specified on an extended text entry, the Translations mechanism ensures the right version is selected for each document. The Master Data on Documents feature controls whether and how extended texts are included in document output through the Add Extended Text setting on the Master Data on Document Content page.

Within standard Business Central, the HTML extended text editor is rendered using a built-in control add-in, making it possible to produce richly formatted content without leaving Business Central. The language resolution logic ties into the standard Business Central language framework, using the same Language Code values as other language-aware features.

When This Feature Adds Value

When a single-line description is insufficient to capture the full context of a specification, quality attribute, or compliance-related piece of information.
When product or regulatory content needs to be formatted — for example, with bullet points, numbered steps, or emphasis — and that formatting should carry through to printed or electronic documents.
When different master data records of the same type require individually tailored supplementary text — for instance, when specific lot numbers carry unique handling instructions that differ from the default.
When you operate in multiple languages and need each language's extended description to be maintained centrally and applied automatically, rather than translated manually on each document.