Smart Tags

Throughout the portal we display information about your organization. For instance, the name and address of your organization appears on Invoices, the Terms & Conditions and in a Client’s profile page. In addition to these places, you might want to make Task Templates, Message Templates, Invoice Templates or Workflows that contain your organisation’s information.

So, what happens if your organization moves address? Do you need to update every single template? No! Instead of typing your address time and time again, you can use our Smart Tags.

Let’s show you an example. On one of our sample Invoice Templates, the address looks like this:

The information on this invoice is all generated using Smart Tags!
The information on this invoice is all generated using Smart Tags!
Do not use Smart Tags for which you have not entered the information in Portal Settings, because these will show up as “NOT ENTERED”. We do this to be on the safe side, so you can easily see which information is missing.

This is all the mandatory information that must be on every invoice here in The Netherlands. Now, we want to change the order of this information. So we edit the Invoice Template to change the company information. This opens the pop up that looks like this:

Here you can see the Smart Tags that are used to generate the company information on the invoice. Never copy-paste again!
Here you can see the Smart Tags that are used to generate the company information on the invoice. Never copy-paste again!

As you can see, instead of typing the actual information, we simply use the Smart Tag that represents the data. Now, if our company information changes, we only need to change it in one place.

Mixing Smart Tags and normal text

Of course, you don’t have to use SmartTags. If you want to add some information that is not in a Smart Tag, you can just type regular text. So if you want to add a label Confidential at the top of the Invoice Template, just type it there:

You can simply mix text and Smart Tags as you like. Whenever your portal recognizes a Smart Tag, it will simply fill in the value.
You can simply mix text and Smart Tags as you like. Whenever your portal recognizes a Smart Tag, it will simply fill in the value.

When you save the changes, it will load the Invoice Template again and show the information all filled in:

As you can see, your portal replaces the Smart Tags and leaves the text you entered completely unchanged.
As you can see, your portal replaces the Smart Tags and leaves the text you entered completely unchanged.

Available Smart Tags

Whenever Smart Tags are available, you will see a dropdown above the text field that says SmartTag.

Open the SmartTag drop-down to see the list of all the Smart Tags that are available to you.
Open the SmartTag drop-down to see the list of all the Smart Tags that are available to you.

If you click on that drop down menu, it will show you all the Smart Tags that are available in for this text field.

If you hover over a Smart Tag, it will show you the text that the Client will see and a short description of what the Smart Tag is.
If you hover over the Smart Tag with your mouse, it will show you the current value that will be displayed if you use this Smart Tag.
If you hover over the Smart Tag with your mouse, it will show you the current value that will be displayed if you use this Smart Tag.

Client Smart Tags

So far all the Smart Tags we’ve seen relate directly to your organization or portal, but sometimes you need information that is very specific to a Client. For instance, on Invoice Templates you don’t know who the Invoice will be for. In those case, you can use Client Smart Tags.

Whenever these Client Smart Tags are available, they will show up in the list of Smart Tags like the others. You can easily recognize them, because they always start with “user”.

Client Smart Tags will use values that are Client specific. This is useful for Invoices and other documents.
Client Smart Tags will use values that are Client specific. This is useful for Invoices and other documents.
For Client Smart Tags, it doesn’t matter if information is missing. Unlike regular Smart Tags, this will simply show up as a space.