Custom text merge fields have been created for use in template documents which allows users to manually add in additional text before generating the document/email.

These are normally used where the relevant merge fields are unavailable for the required data, for example, type and number of pets.

1. Types of custom merge fields

There are two types of custom merge fields available, the first is a text box and the second is a text area box.

1.1 Text box

The format of the text box merge field is $input.text.XXX$ where XXX is a description of the type of data to be entered into the field.

Examples:

If the custom field is to hold information regarding the type and no. of pets, the merge field used would be something along the lines of $input.text.Type_and_no_of_pets$
If the field was to hold how much the rent has been increased by, the merge field used could be $input.text.Rent_increase_amount$

Each description should be unique using the same descriptions for multiple custom merge fields will result in the overriding of data.

Note: Within the field description, underscores should be used to denote a space.

1.2 Text area box

The text area box type can accept paragraph spacing (creation of new lines). Due to their formatting, custom text area merge fields cannot be used inline with other text.

The format of the text box merge field is $input.textarea.XXX$ where XXX is a description of the type of data to be entered into the field.

Example:

If the text area field is to be used to hold any relevant additional comments, the following merge field could be used $input.textarea.Additional_comments$

Each description should be unique using the same descriptions for multiple custom merge fields will result in the overriding of data.

Note: Within the field description, underscores should be used to denote a space.

2. How custom merge fields are used within documents

2.1 Template documents

When the relevant property address and template are selected on the Correspondence > Template documents page, the custom merge fields added to the template will appear as free text fields within the document preview. Please find examples of how the fields will look below.

Text box =

Text area box =

Clicking into the text fields on the document preview will allow users to manually type in the required data.

The generated document/email will automatically pull through the custom data. The copy of the document/email saved on the system will also contain the custom data entered.

Note: The text box fields will appear on a separate line in the preview however the text entered will sit in line with the rest of the sentence on the generated document.

2.2 Tenancy/Landlord Terms of business documents

Once the relevant property address and template is selected on the Create tenancy or Terms of business page, users can then select the 'Create documents' button. A pop-up window, as shown below, will then appear, allowing users to populate the custom fields with the required text.

Once populated, users can select Create, which will then generate the required document. The generated document will automatically pull through the custom data entered. The copy of the document saved on the system will also contain the custom data entered.

2.3 Belvoir Group - Using custom merge field tenancy agreements

For Belvoir Group clients set up with custom merge field tenancy agreement documents, the same steps in section 2.2 above can be followed to generate the tenancy agreement.

When generating these custom merge field agreements, users have the option to select any custom merge field title from the right-hand side dropdown within the custom merge field popup. The text shown in the left-hand text box is editable and will be added to the generated tenancy agreement.