Adding variables in documents

Variables are one of those features that seem simple on the surface but deliver huge time savings once you start using them. Think of variables as smart placeholders that automatically pull in information like contact names, company details, and document data—eliminating the need to manually type (and potentially mistype) the same information over and over.

The real magic happens when you use variables in templates. Instead of creating each document from scratch and manually entering client details, your templates can automatically populate with the right information as soon as you assign a contact to your document.

How Variables Work

Variables function as dynamic content that changes based on your document's context. When you add a variable like [contact_first_name] to your text, it automatically displays the actual first name of whoever you've assigned as the document contact.

When Variables Populate:

• If information exists for that variable, it displays the actual content
• If no information is available, it simply shows the variable name as a placeholder
• This means you can safely add variables even if you don't have all the information yet

Template vs. Document Usage: While you can add variables in both the template editor and document editor, there's a strategic advantage to adding them at the template level. When you generate new documents from a template that already contains variables, those documents immediately populate with the assigned contact's information—no additional work required.

Adding Variables to Your Text

The process of inserting variables feels natural once you get the hang of it, and there's a helpful autocomplete feature that makes finding the right variable quick and easy.

Inserting Variables:

1. Click into any text block where you want to add dynamic content
2. Type the [ (left bracket) key
3. A variables menu appears with all available options
4. Start typing the name of the variable you're looking for
5. The list automatically filters to show matching options
6. Click on the variable you want to insert

Smart Filtering: As you type after the bracket, the variable list narrows down to show relevant matches. For example, typing "comp" might show "Company Name," "Company Address," and "Company URL" as options. This makes it easy to find exactly what you're looking for, even when working with dozens of available variables.

See also

• Managing Variables in Your Document
• Understanding Variable Categories

Practical Variable Applications

Template Efficiency: When building templates, consider adding variables for information that changes with each client:

• "Dear {{contact_first_name}}" instead of "Dear [Client Name]"
• "Prepared for {{company_name}}" rather than generic headers
• "{{user_name}} will be your primary contact" for consistent communication

Consistency Across Documents: Variables ensure that information appears identically throughout your document. If you reference a client's company name multiple times, using {{company_name}} guarantees it's spelled the same way every time.

Tips for Variable Success

Start Simple: Begin with basic variables like contact names and company information. As you get comfortable with how they work, gradually explore more sophisticated options like document totals and dynamic dates.

Template Strategy: Focus on adding variables to your templates rather than individual documents. This upfront investment pays dividends as you generate new documents that automatically include the right personalized information.

Data Quality: The effectiveness of your variables depends on having complete, accurate information in your contacts database. Take some time to ensure your contact records include all the details you'll want to reference in your documents.

Variables might seem like a small feature, but they're one of those efficiency multipliers that compound over time. Once you experience the satisfaction of generating a perfectly personalized document with just a few clicks, you'll wonder how you ever managed without them.

Need Help? Our support team is available through in-app chat to help you set up your first variables or troubleshoot any issues with data population.