Utilizing Document Variables in the Document Builder

In this article, you will learn how to use the document variables in the Documents and Contracts template. 

The document variables are placeholders that can be placed within a document and replaced with actual values when the document is executed. They offer dynamic content control and are crucial for templating and automation. It's used to standardize information across multiple documents or instances. 

Access Payments on the left > Documents & Contracts at the top > Click on + New to start creating your document.

• The variable name is a unique identifier for the variable within the document.
  • Example: If you were creating a variable for a customer's name, the variable name might be something like customer_name.
• The variable value is the specific data or content that will replace the variable name when the document is generated or executed.
  • The value could be text, a number, a date, or other data types, depending on what the variable represents.

Suppose you're creating a Document template for various projects and want to use document variables to ensure consistency and efficiency. Here are the variables you might create:

• project_name: The name of the specific project.
• client_name: The name of the client organization.
• service_description: A detailed description of the services being offered.
• total_cost: The total estimated cost for the project.
• delivery_date: The proposed delivery date for the project.

Utilizing the Document Variables in the Document and Contracts Template

Here's an example of how you might structure the proposal using these variables:

Dynamic Customization

Using these document variables, you can quickly generate proposals for different projects by simply changing the values of the variables. Here's how you might set the values for a specific project:

• project_name: "Website Redesign."
• client_name: "TechCorp Inc."
• service_description: "Design and development of a new responsive website, including user experience design, coding, testing, and deployment."
• total_cost: "$10,000."
• delivery_date: "December 31, 2023"

Use Cases

1. Client Proposals

Use document variables such as "client_name," "project_name," and "total_cost" to quickly generate customized client proposals for various projects, ensuring consistency in your communication.

2. Service Agreements

Create a standard service agreement template with variables like "service_description," "delivery_date," and "client_name" to automate the generation of agreements for different clients, reducing manual entry and errors.

3. Invoices

Automate invoice generation by using variables such as "client_name," "total_cost," and "invoice_date" to produce accurate and consistent invoices for each project or service rendered.

FAQ

Q: What are document variables and how are they used?
A: Document variables are placeholders within a document that are replaced with specific values when the document is executed. They are used to automate content and ensure consistency across multiple documents, such as client proposals or service agreements.

Q: How do I create document variables?
A: To create document variables, go to Payments > Documents & Contracts > Click on + New to start creating your document. Then, insert the variable name (e.g., customer_name, project_name) where you need dynamic content.

Q: Can I customize document variables for different projects?
A: Yes, you can customize document variables for each project by defining the values for the variables, such as client name, project name, and total cost, before generating the document.

Q: What are some common use cases for document variables?
A: Document variables are commonly used in client proposals, service agreements, and invoices, allowing for automated generation and ensuring that the details, like client name, project description, and cost, are accurate and consistent.