WorkflowMax Merge Fields for Templates

Insert these merge fields into your file or email templates to populate your templates with your client and contact data from WorkflowMax

This guide will step you through: 

• Date fields
• Client and contact fields
• Address fields
• Custom fields
• Business Values
• Using Checkbox Merge Fields with Conditions

Date fields

Any template can use the following date fields to populate dates whether SuiteFiles is connected to WorkflowMax or not:

Client and contact fields

When working with document and email templates in SuiteFiles you can add merge fields to them that will pull information about the client from WorkflowMax (WFM) and display in the finished file. The field syntax to use and their corresponding data in WFM are:

Address Fields

There are many different address fields that can be pulled from WFM. A description of these are below:

The following receives the physical address of the client:
[CLIENT:ADDRESS]
[CLIENT:CITY] 
[CLIENT:REGION] 
[CLIENT:POSTCODE] 
[CLIENT:COUNTRY] 

The following receives the postal address of the client:
[CLIENT:POSTALADDRESS]
[CLIENT:POSTALCITY]
[CLIENT:POSTALREGION]
[CLIENT:POSTALPOSTCODE]
[CLIENT:POSTALCOUNTRY]

The following receives the postal address of the client first but if the postal address does not exist, then it defaults to the physical address:
[ADDRESS:POSTAL_OR_PHYSICAL] 
[CITY:POSTAL_OR_PHYSICAL]
[REGION:POSTAL_OR_PHYSICAL]
[POSTCODE:POSTAL_OR_PHYSICAL] 
[COUNTRY:POSTAL_OR_PHYSICAL] 

Custom Fields

You can also create custom fields within WFM and use those as merge fields as well. To create a custom field for clients in WFM, go to Business > Settings and then select Custom Fields. Select Create New Custom Field and this will bring you to a page which will allow you select multiple field types. When you create a custom field, ensure you select the Client checkbox under Usage so that the field is able to show up for all clients.

To craft your own merge field to add to your document or email template, follow the format below:

If your field value in WFM is Monthly Newsletter, your custom field will be:

[CUSTOM:MONTHLY_NEWSLETTER]  

Please note underscores are used to represent spaces in the field name. When creating a custom field in WFM, underscores and spaces can be used interchangeably but the merge fields in your documents must use underscores.

Business Values

Business Values allow you to pull through your own business details onto your SuiteFiles Templates. To enter these values, an Administrator can click their user name in the top right corner of SuiteFiles Web, click Admin settings, then select Prepopulation. Click the blue Edit Values button to update the Values. Once done, click Save Business Values. The Merge Field when entered into your template must be in CAPS, the Field Name can include a space 

Using Checkbox Merge Fields with Conditions

Merge fields also allow you to use conditions so that certain text will (or won't) be displayed depending on if certain checkboxes are ticked in WFM. To do this, we can use the conditions IF/ENDIF and IFNOT/ENDIFNOT at the beginning of the merge field. An example of this is shown below:

[IF:CUSTOM:MONTHLY_NEWSLETTER_CHECKBOX_TRUE]You’re all set to get our monthly newsletter, arriving in your inbox on the second Thursday of each month.[ENDIF:CUSTOM:MONTHLY_NEWSLETTER_CHECKBOX_TRUE]

[IFNOT:CUSTOM:MONTHLY_NEWSLETTER_CHECKBOX_TRUE]You’re not currently subscribed to our monthly newsletter, but you can join any time by sending us a quick email.[ENDIFNOT:CUSTOM:MONTHLY_NEWSLETTER_CHECKBOX_TRUE]

In the above examples, the first paragraph will only display if the Monthly Newsletter checkbox is ticked and the second paragraph will display if that same checkbox is not ticked. As you can see, in this way you can display different text for multiple clients depending on their personal details.

You can also use the merge field [CUSTOM:CHECKBOXNAME_CHECKBOX_YES] which will either display 'Yes' or 'No' depending on whether or not the checkbox is ticked for the client.