Variables and How They Work

In the document template editor, a variable is a container used to label and store specific information within your workspace. They can be set up so that the contents of the variable autofill each time you generate the document. 

When you generate a document with a variable in it, it will retrieve the appropriate content connected and insert it where the variable is placed. 

Where can I access Variables? 

To access the variables, we need to edit our document templates in configuration. 

1. Go to settings Configuration > Document Templates.
2. Select the document template of your choice.
3. Select a text block on the page or in the Structure tab.
4. Select the edit button in the right sidebar.
5. Select Add variable.
6. Select one of the suggested variables, or select Show all and search for the variable you are looking for.
7. Select the variable and select Add.
    

The Add variable list shows the most-used variables for the part of the template you are editing, such as the name, email, and phone number of a subproject.

How are the variables formatted?

In Rentman, variables are formatted using a specific structure that identifies both the type of information and its source. Each variable starts with a prefix that represents the category (for example, p for project), followed by a dot (.), and then the specific data field you want to display.

For example, the following shows the start date of a project’s usage period:

{$p.usageperiod_start} 

All variables are written inside curly brackets {} and start with a dollar sign ($), which tells Rentman to automatically replace the variable with the correct information when generating a document.

How does searching for Variables work? 

In this situation, a text box module has been positioned in the invoice template, awaiting a variable. Click where you desire the variable, then select Add variable > Show all. A pop-up will display offering three options: Company details, Invoice, and Logged in user.

For each of these three options, you will notice a >>symbol. Selecting the >>symbol will allow you to see and select additional variables related to the initial one. For our scenario, we are looking for the invoice's project so select the variable of Invoice first.

In this Invoice variable, you now have access to any variable related to the invoice. From here we want to find the project variable so we can access the project's number. Find or search for the project variable and select Number. 

By check boxing and adding the Number variable, you have successfully included the invoice's project's number onto your document.  

Tip: Keep track of your search history by looking at the search path above the search bar.

Click here for a video visualization.

Where else can I use Variables? 

Variables are mainly used in the textbox module, but they can also be used in other parts of the editor to enhance document customization.

Subject, Filename, Header and Footer

By assigning a variable here, it will ensure that each template generated is automatically modified according to your request.

• Subject: The subject line of the email.
• Filename: File name of the document. 
• Header text: Text that appears at the very top of the document. 
• Footer text: Text that appears at the very bottom of the document. 

Add extra input field data as a variable onto your documents 

Variables can also be used in addition with our extra input field feature. This is a great way to get your data from an extra input field onto the document of your choice. Here's how you can do that:

1. Create an extra input field by selecting settings Configuration > Extra Input Fields
2. Now go to Document template editor located in settings Configuration.
3. Select the document template of your choice
4. Select a text block on the page or in the Structure tab.
5. Select the edit button in the right sidebar.
6. Select Add variable > Show all.
7. Search for the extra input field's name or find it manually, and select it.
8. Add.

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