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Inserting Variables in a Template

Find out how to insert variables from expirations, contact, locations, custom fields, etc. into templates

When setting up email and mobile text notification templates, you can insert dynamic variables — such as the expiration item name or expiration date — to personalize your notifications automatically.

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Inserting Fields in an Email Template

To insert a variable, open a template (or create a new one) and click the Fields dropdown in the lower-left corner of the body editor.

The following variables are available to insert from this menu (this is not an exhaustive list):

  • The expiration name: contains the expiration item name.

  • The expiration date: contains the expiration date of the item.

  • The expiration comments: This is the comments field in the expiration item.

  • The category/document type name: this shows the category/document type the item belongs to.

  • Renewal Instructions: displays the renewal instructions entered at the document type level in the email template.

  • Days to expire: This shows in how many days the item will expire.

  • Custom fields: any custom field can also be added.

  • Contact fields: name, email, first name, last name and custom fields.

  • Location fields: name.

Keep in mind that all of these variables also work in the Subject field, but they must be typed in manually rather than selected from the Fields menu.