Custom merge field templates can be added to a system, which allows pre-populated options to be available for selection when generating tenancy agreements.
These are normally used where the relevant merge fields are unavailable for the required data, such as the number and type of pets.
For further guidance on creating and adding custom merge fields to templates, click here.
1. Adding a new template
Go to Tenants > Create tenancy
Click Custom field templates
Click + Template
In the Linked merge field dropdown, select an existing custom merge field or add a new one
Enter a Title and Description for the new template
Select if this template should be selected as the default against the linked merge field(s)
Click Submit
2. Setting a template to Active/Inactive
New templates are automatically added in an 'Active' state by default, meaning they will be available as options to select for their associated merge fields when creating a tenancy.
Users can change a template's status to inactive to hide or disable it (eg if it relates to a service they no longer provide). When set to inactive, the template will no longer appear as a selection option during tenancy creation.
The Active in popup column displays the current status of that option. To change the template’s state, simply click on the text.
3. Setting the default option
If a template is designated as Default, it will be automatically selected for the linked merge field, and the corresponding template text will pre-fill the custom merge field text box.
Should one of the merge field template text options be used the majority of the time on a particular tenancy agreement template, this option can be set as the default.
4. Editing/deleting templates
If a template has been created that needs to be edited, such as changing the description or adjust the default settings, users can set any unnecessary template to Inactive and add a new template following the steps above.
5. Creating a tenancy with custom field templates
When creating a tenancy, the system scans the selected tenancy agreement for any custom merge fields. If it detects any, the ‘Add custom merge field values’ dialogue will be displayed (as shown below).
If a custom merge field has linked templates, a dropdown menu will appear to the right containing the title of all ‘active’ templates for the merge field. This dropdown will not appear if the custom merge field has no linked templates.
Users can change the selected template and manually update the custom merge field text box before continuing.
When the user clicks Create, any text entered in the Add custom merge field values dialogue will be inserted against the custom merge fields in the generated agreement.
