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Author Online

Variables in Author Online

Variables are placeholders that make your templates dynamic and reusable. Instead of manually entering details like a client's name or contract date, you insert variables into your document. When a user completes the questionnaire, these variables are automatically replaced with the actual answers, ensuring accuracy, and saving time. This approach allows one template to generate multiple personalised documents without repetitive editing.
To create a variable, either highlight the text you want to replace or place the cursor at the desired position, then select
Insert field
 in the working document.
You can create a variable from both the Markup tab and the Questionnaire tab as you work on the document. Once created, the variable's attributes appear in the Questionnaire tab, where a list of variables is displayed on the right side of the screen. Simply click any variable to expand it and view its attributes.
The type of a variable determines how it behaves in both the questionnaire and the generated document. In the questionnaire, the type affects how the question is displayed. Date variables show a calendar picker, choice variables display a dropdown list, and Boolean variables offer Yes/No options. In the document, the type influences formatting and functionality. For instance, a date variable can appear in short form, such as 01/01/2025, or in long form, like 1st January 2025, while a number variable can be used in calculations, such as adding two values together.
A text variable like {ClientName} inserts the client's name wherever needed. A number variable such as {ContractValue} can be used in formulas to calculate totals. Span variables manage entire paragraphs or clauses, making it easy to include or exclude large text blocks.
The new Author Online simplifies this process by using content controls instead of curly brackets and offers features such as variable suggestions and auto-setup. This makes creating and managing variables more intuitive.
Below is a list of variable types available in Author Online:
Type
Description
A single line of text.
Text that spans multiple lines.
A list of options where
only one
 value can be selected.
A list of options where
one or more
 values can be selected.
A file path for uploading and regenerating a document.
A binary choice between Yes and No.
An integer value, positive or negative, without decimals.
Any numeric value, including decimals and negative numbers.
A calendar date.
A specific time of day.
Derived from an expression. Could be a calculation containing numerical variables, a concatenation of text variables, or a business rule based on multiple text selections using "AND" and "OR" operators.

This article applies to:

  • Product: Contract Express

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