Using Keywords in BigChange Templates

Keywords are the building blocks of the Template system in BigChange. They function similarly to the "Merge Fields" in Microsoft Word's Mail Merge feature. Keywords act as placeholders for dynamic content, allowing you to create personalised messages or documents without manually inserting individual information.

Understanding Keywords

Keywords are placeholders for dynamic content.
They allow for personalised messages or documents.
Keywords can be inserted into templates to automatically fill custom fields.

Inserting Keywords into Templates

From a template's pop-up, when editing the 'body' box, you have the option to select 'Insert keyword'. This will bring up a keyword pop-up and allow you to select a keyword to insert.

Contacts & Notes Tab

Use this tab to include key information about your customer or parent contact and any related notes.
Example: Use the keyword 'First name' to set up your message so that it begins with "Dear first name", where 'first name' will be populated with the recipient's name saved in the CRM when sent.

Jobs Tab

Choose from these keywords to include details of the job, such as who, when, and how long.
Include stock movements related to the job.

Financial Tab

These keywords relate to any financial element, including contract information or sales opportunities.

Fleet Tab

These keywords relate to any vehicle within BigChange.

Miscellaneous Tab

Find other useful keywords here, including inserting formula or sub-templates.
The keyword “Formula” can be used for conditional branching.
Web user information.
Reports

Types of Formula

Conditional Formula (“Condition”): For example, if A > B then show C, else show D.
Operational Formula (“Operation”): For example, A + B.

Examples of Formula Usage

If invoice-total > 1000 and Payment terms * 1.5 < 50 then display quote-accept-link, else if note <> empty display note, else display an image.
If invoice-total > 1000, show Invoice-total, else show nothing.

User-Specific Keywords

Keywords like ‘user name’, ‘user email’, or ‘user signature’ are linked to the logged-in web user who is sending/creating the document at that time.
Be cautious when using these keywords to ensure the correct information is displayed.

Saving and Previewing Templates

Once you have selected save on your template, you may want to preview it to ensure it is formatted correctly.
From the list view of templates, select the template you wish to check and you will be given an option to “Preview”.
This will download a PDF version of the template, showing you what it will look like as a final document.

Conclusion

Keywords in BigChange templates allow for the creation of personalised and dynamic documents. By understanding how to insert, save, preview, duplicate, lock, and edit templates, you can efficiently manage your templates and ensure they meet your needs. Start using keywords today to streamline your document creation process.