Merge fields automatically insert personalized details into your communication templates, making each message feel tailored without manual effort. They act as placeholders that pull in data like a contact’s name or property address.
Understanding Merge Fields
Merge fields let you automatically insert specific data into a communication template, making emails feel more personal—without extra work. Instead of manually customizing each message, merge fields pull in details from a related card like a contact’s name, property address, or other relevant information.
How Merge Fields Work
Think of merge fields as placeholders that get replaced with actual data when an email is sent. For example:
- Template: "Hello {{firstname}}, welcome to our community!"
- What the recipient sees: "Hello Sarah, welcome to our community!"
This makes your emails look like they were written just for each recipient!
Using Fallbacks for Missing Data
Sometimes, a contact might not have certain information (like a first name). To avoid awkward blank spaces, you can add a fallback value that appears when data is missing.
🔹 Example:
"Hello {{firstname||fallback:there}}!"
- If the recipient's name is available → "Hello Sarah!"
- If the name is missing → "Hello there!"
Adding fallbacks ensures your messages always sound natural, no matter what data is available.
Would you like help setting up your merge fields? Let us know! 😊
How to Use a Merge Field
Merge Fields are available to use on Communication Templates, E-Signature Documents, and Forms. Using the merge field picker, you can create templates for any boards, locations, leases, or vendors.
From your Communication Template Editor, select any merge field that you want to add to a template. Then, add a fallback (backup text).
Add a signing link to an email or SMS template
Use the eSignature signing URL merge field to link to a document’s signing page from an email or SMS template. It is available in the template merge field pickers and the Unlayer editor.
- Open the communication template and place the cursor where you want the signing link.
- In the email template editor, open MERGE FIELDS → General → E-signature Signing URL. The picker inserts
{{esignatureSigningUrl}}.
- Do not add a fallback to this URL field.
- Before using the template with real recipients, check the rendered message and confirm that the link opens the intended document for the intended signer.
For example: “Please review and sign your document: {{esignatureSigningUrl}}”.
To copy an existing signer’s link manually instead, see Copy and share a signing link in Aptly Sign.
Inserting Images with Merge Fields
When using any file field as a merge field, any files within the field will render in the document as an embedded image.
Locate the Image Embed - Field Name option in the merge field dropdown.
When inserted and used in a document or email, any images in the file field will be embedded.
Frequently Asked Questions
Why aren’t my merge fields showing information?
There are a few reasons that your merge fields aren’t working.
- The board name was changed.
- If the board name is altered in any way, it will break the connection to any existing merge fields. Changes are not responsive. You’ll need to update all merge fields.
- There is no related card or contact.
- For merge fields to populate, the template needs to know where to pull the information from. The best way to ensure this is to send an email from a card. This can be done via automation or manually.
- The field no longer exists or the field name was changed.
- As with changing board names, field name updates are not responsive with merge fields or form fields. You’ll need to delete and re-add the merge field to the template.