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When creating templates for email, chats, organizers, contracts and jobs—or sending email in bulk—use shortcodes, or dynamic data, to be efficient and save time. These are codes that actual text automatically replaces, such as for a recipient’s name, address, account name or the date. You can use all account and contact fields as shortcodes, including custom ones.
- Types of Shortcodes
- Searching for a Shortcode
- Account Shortcodes
- Contact Shortcodes
- Date Shortcodes
- Service Shortcodes
- Workflow Shortcodes
Types of Shortcodes
Here, we show you all the types of shortcodes we offer and where you can use them:
|Shortcode types||Where they are used|
|Account (including custom fields)|| Bulk emails—in the subject line and the body of the email
Email templates—in the subject line and the body of the email
Organizer templates (custom fields currently not supported)
|Contact (including custom fields)|| Bulk emails
|Date|| Bulk emails
Below you can see examples of using shortcodes, and what it looks like for the client:
|Shortcodes Used in the Template||What Your Client Sees|
|[CURRENT_MONTH_NAME] Notice for [ACCOUNT_NAME]||July notice for ACME Corp|
|Dear [FIRST_NAME] [LAST_NAME]: Our team wasn’t able to reach you. Is the phone number [PHONE_NUMBER] correct?||Dear Otto Mann: Our team wasn’t able to reach you. Is the phone number +1 855-766-3835 correct?|
| Your 1040 for [LAST_YEAR] is ready!
|| Your 1040 for 2023 is ready!
| The total amount for services provided will be [SERVICES_TOTAL].
||The total amount for services provided will be $243.|
|Basic organizer for [FIRST_NAME] [LAST_NAME]||Basic organizer for John Doe|
Searching for a Shortcode
To find a specific shortcode, type a keyword in the search field, then press Enter on your keyboard. Click x in the search field to clear it.
When you use the Account name shortcode in an email, chat, job, organizer name, invoice or contract template, or in an email or an invoice to multiple parties, the name of each recipient’s account replaces the inserted shortcode.
Use any of the custom account fields as a shortcode. Learn how to create custom account fields here.
When you use Contact shortcodes in an email template, or in an email to multiple parties, contact data replaces the inserted shortcode.
Contact shortcodes can be used for any of the following:
- First Name
- Middle Name
- Last Name
- Phone Number
- Street Address
You can also use any custom contact fields as shortcode. To learn more about how to create custom contact fields, go here.
Use Date shortcodes when creating an email, chat, job, organizer name, invoice or contract template or when sending an email or an invoice to multiple parties.
Date shortcodes include:
|Current Dates||Past Dates||Future Dates|
| Current day full date
||Last day full date||Next day full date|
| Current day number
||Last day number||Next day number|
|Current day name||Last day name||Next day name|
|Current week||Last week||Next week|
|Current month number||Last month number||Next month number|
|Current quarter||Last quarter||Next quarter|
|Current year||Last year||Next year|
Note! Date shortcodes are affected by your time zone setting.
When you use Services shortcodes in a contract template, the total amount of the services provided will replace the inserted Services total shortcode.
Workflow shortcodes are used in job template names and replaced with individualized text on the job cards displayed in pipelines. Workflow shortcodes include:
- Due Date: the date the job is set to be due in the template
- Pipeline Periodicity: the job schedule settings in the selected pipeline
- Priority: the priory set in the job template
For more details about customizing job names with shortcodes, go here.