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:

1. Adding variables to your templates.

2. 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.

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.