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:
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:
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:
When you save the changes, it will load the Invoice Template again and show the information all filled in:
Available Smart Tags
Whenever Smart Tags are available, you will see a dropdown above the text field that says SmartTag.
If you click on that drop down menu, it will show you all the Smart Tags that are available in for this text field.
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”.