Variables can be used within a document to display dynamic content. Octiv allows you to use out-of-the-box document variables, CRM variables, and form variables (CRM and form variables require integrations with a CRM and Formstack).

Using Standard Document Variables

Octiv provides standard variables that are populated by filling out fields in the Properties tab of your document. Available variables include such information as document title and document value as well as document owner information like name and phone number.

Follow these steps to insert variables into your content:

  1. In your document’s Build view, click the Properties tab
  2. Fill in the fields you want to include (i.e., Client, Value, Description, etc.)
  3. Add variables to your document
    • Click the Variables tab. You will see a drop-down list called Document which contains all the standard variables to use in your document, as well as the current value of those variables
    • Drag and drop the variables into your content (see section note)
    • Variables inserted into a document, while in draft mode, appear as the related field name surrounded by a set of brackets. Preview or publish to see the actual data

Note: You can also type the “%” sign in your document to pull up a list of variables while creating content; As you type after the “%” sign the list of variables will be filtered based on what you type.

Creating Custom Variables

You may want to use custom variables in a Template, meaning any documents created from that Template will also have those custom variables. Using this feature enables your users to fill out information to customize their documents. Custom variables can also be added to generated documents.

Follow these steps to create custom variables:

  1. In a document’s Build view, click the Variables tab
  2. Click Add New
  3. From the pop-up window that appears, fill in these variables:
    • Name the actual name of your variable and appears in curly brackets when inserted into a document in Build view
    • Value shows in place of the variable name when the document is previewed or published
  4. Click Submit – a new Custom dropdown in the Variables tab houses your custom variables, which you can drag and drop into your content as with any other variable

To edit a custom variable, hover over its title, click the gear that appears, and click Edit. You can then change the variable’s value.

Previewing Variables in a Document

Before you turn on Preview within your document, your variables appear in double curly brackets that look like this: {{variable_name}}. Using Preview mode, you can preview them to see what they’ll actually look like when you Publish your document.

Just toggle the Preview switch (in your Table of Contents panel) to On, and you see your variables replaced by the values they hold. If you want to preview CRM variables, make sure that you are connected to an Opportunity or other CRM object.

Note: If you want to edit your document, turn the preview off.

Previewing Variables in a Template

You can Preview variables within a Template, but with slightly different behavior than a document itself. All standard document variables can be previewed as normal, and you can also connect an Opportunity, or other CRM object, to your template in order to preview CRM variables. At the Template level, however, auto-gen content can not be previewed. For example, auto-generated pricing tables cannot be previewed on a Template. You will want to generate a document in order to see those values.

Refreshing Variables

If you’re using any of Octiv’s CRM integrations, refresh the variables in your document after any updates to information in your CRM.

Follow these steps to refresh your variables:

  1. After you edit data in your CRM, open the affected document in Octiv
  2. Make sure your Preview switch is Off (otherwise the Refresh Variables button won’t appear)
  3. Click the Variables tab
  4. Click Refresh Variables – your new data from the CRM updates to each of the dynamic sections and content in your document

Note: To refresh some content pages, such as those added from the Octiv Content related list in Salesforce or automatically generated Quote and Product Pages, you need to click the arrow to the right of the Refresh Variables button and click “Refresh Variables and CRM Pages.” These pages need to actually be deleted and re-generated in order to display the new values.

Note: When working on a Template, you must disconnect it from your CRM object record by deleting the ID and refreshing the page. Then re-connect the Template by adding the ID back in. This allows variables to be refreshed.

Variable Preview

This feature allows for variables to no longer appear inside of {{curly brackets}}. Instead, the value of the variable will appear with a yellow background to differentiate it between standard text in a document.

With Variable Preview, you are able to change the format in which a variable will display. When you click on a variable (now highlighted in yellow), a menu appears that shows the value of the variable. When you click the (>), a second menu opens that allows you to select the type and the text case.

The text case drop down determines how the text will be displayed. Supported options include normal, uppercase, and lowercase.

The type drop-down allows you to specify what type of value should appear. The supported options include string, image, link, iframe, date, and number. Each type has its own options which will appear automatically once a specific type is selected.

For example, if you have a number variable that should be formatted as money, you can enter a unit type in the corresponding field, the type of delimiter you would like to appear, and the number of decimals you would like displayed.

If you would like this functionality enabled in your account, please contact Global Support.

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