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. Drag a new textbox to the editor or select an existing text box in your document.
4. Select the edit button.
5. Select the variable on the far right of the menu.
6. Search for the variable you are looking for.
7. Add
   

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? 

Example: Consider the scenario in which an invoice needs to be created with the project's number included. 

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 "variable". A prompt 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.

Important note: when using the search bar for variables, Rentman only searches a maximum of two levels deep from your current variable. That means if a variable is past two levels deep from your current search level, it will not be shown as a search result.
So in the example above, if you were to use the search bar from the Start variable and try typing in "project number", no search results will appear. But if you use the search bar while in Invoice, you will see the project number appear.

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.

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. Drag a new textbox to the editor or select an existing text box in your document
5. Select the edit button
6. Select variables on the far right of the menu
7. Either search for the extra input field's name or scroll down and manually select the input 
8. Add

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