Looking to enhance your reps' efficiency by minimizing the need for manual data entry and reducing the risk of errors? Consider leveraging variables, a powerful solution that streamlines the process by automatically populating vital information.

Variables (aka 'shortcodes' or 'merge tags') are bits of text that change from document to document.

For example, if you generated a new document and needed to change all instances of the prospect's company name, you would just use the Client Company variable in your template. When you create a new document and link it to a prospect, we’ll replace this variable with their company name.

There are two parts to using variables:

Adding variables to your templates.
Inputting the appropriate data to fields in document Settings, Clients, and Users.

Insert a Variable

To insert a variable, enter a text box and select Variables:

You can also access the list of variables while typing in a textbox by pressing # on your keyboard.

Changing Variables

After a variable is inserted, select it to change it to another variable.

TIP: You can use the eyedropper tool to change the colour of your variable highlight.

NOTE: There won't be a coloured background when a client is viewing the document, it only appears this way in the editor so you can easily see what is text and what is being pulled from a variable.

Populating Variables

There are 3 key areas where variables can pull data into your document; Your client, your company and the document itself.

Client information

You edit information about your clients, you need to leave the Editor and go to the client section in Proposify. Then edit a client company or contact within the company to change their values.

Here’s a list of variables and where you can update their related fields.

Variable Sections	Variable
Clients	Client Company: Company name Address (1 & 2) City State/Province Country City State/Province Country Zip/Postal Code Website URL Office Number
Client Contact: First Name Last Name Title Email Address Office Number Mobile Number
Your Company	Company Info Company name Address (1 & 2) City State/Province Country City State/Province Country Zip/Postal Code Website URL Office Number
Users (The document lead) First Name Last Name Title Email Address Office Number Mobile Number
document	Document Settings document Name Due Date Date signed/accepted document Number
Automatically Calculated Date Submitted Time Submitted Date signed/accepted Recurring Total (hourly, monthly, annual) Total Document Link PDF link Page Number

Variable Sections

Variable

Clients

Client Company:

Company name
Address (1 & 2)
City
State/Province
Country
City
State/Province
Country
Zip/Postal Code
Website URL
Office Number

Client Contact:

First Name
Last Name
Title
Email Address
Office Number
Mobile Number

Your Company

Company Info

Company name
Address (1 & 2)
City
State/Province
Country
City
State/Province
Country
Zip/Postal Code
Website URL
Office Number

Users (The document lead)

First Name
Last Name
Title
Email Address
Office Number
Mobile Number

document

Document Settings

document Name
Due Date
Date signed/accepted
document Number

Automatically Calculated

Date Submitted
Time Submitted
Date signed/accepted
Recurring Total (hourly, monthly, annual)
Total
Document Link
PDF link
Page Number

NOTE: If you have use company address cleared for either a Client Contact or a User, we’ll override the company address details and use what they have.

Variables

Insert a Variable

Changing Variables

Populating Variables

Client information

<%= previousTitle %>

<%= nextTitle %>

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