How to Effectively Use Variables in Templates

Template variables let you create dynamic, reusable documents that automatically personalize content each time you use them. Instead of editing templates manually for each client, you define placeholders that get filled in when creating a signing session.

When Should You Use Variables?

Variables are ideal when you have a document that stays mostly the same but needs certain parts personalized for each use. Here are common scenarios:

• Client contracts: Same agreement structure, but client name, company, and project details change
• Employment documents: Position title, start date, and salary vary per employee
• Proposals and quotes: Project scope, pricing, and timeline differ for each client
• Company branding: Insert different company logos or letterheads dynamically
• Multi-tenant documents: Same form used across different branches or departments

Variable Types

AirSign supports four types of variables:

Text Variables

Use text variables for any written content that changes between sessions:

• Names (client name, employee name, company name)
• Dates (start date, contract date, expiration date)
• Numbers (salary, price, quantity)
• Addresses and contact information
• Custom text blocks (project descriptions, special terms)

Rich Text Variables

Use rich text variables when you need formatted content with styling, such as bold, italic, or multiple fonts and colours:

• Formatted clauses or terms that vary per contract
• Styled descriptions or scope-of-work sections
• Any content that needs more than plain text (headings, bullet points, emphasis)
• The rich text editor is built into the variable configuration — just type and format as needed

Image Variables

Use image variables for visual content that changes:

• Company logos
• Product images
• Letterheads or headers
• Certification stamps or seals

Table Variables

Use table variables when you need structured, tabular data that changes between sessions:

• Pricing tables or line-item breakdowns
• Schedules or milestone lists
• Inventory or parts lists
• Define column headers and default rows in the template, then adjust the data when creating each session

The Variable Syntax

Variables use triple curly braces to mark where content should be inserted:

For example, in your document you might write:

When you use this template and fill in the variables, it becomes:

Adding Variables to Your Template

1. Open your template and navigate to Step 1: Template Configuration
2. Scroll down to find the "Template Variables" accordion section
3. Click to expand it, then click "Add Variable"
4. Configure your variable:
   • Variable Name: Use lowercase letters, numbers, and underscores only (e.g., client_name, start_date)
   • Type: Choose Text, Rich Text, Image, or Table
   • Default Value: Optionally pre-fill a value that users can override
   • Required: Check this if the variable must be filled before using the template
5. Add more variables as needed using the "Add Variable" button
6. Use the arrow buttons to reorder variables (this controls the order in the fill-in dialog)

Using Variables in Text Fields

1. Navigate to the PDF editor step of your template
2. Add a Text Input field where you want variable content to appear
3. In the field's Default Value, type your variable using triple braces:
   • Example: {{{client_name}}}
4. You can combine static text with variables:
   • Example: Contract for {{{project_name}}}
5. Mark the field as Read-only if signers shouldn't edit the replaced content

Using a Template with Variables

When you click "Use Template" on a template that has variables, a dialog will appear asking you to fill in the values:

1. Click "Use Template" from your template page
2. The "Fill in Template Variables" dialog appears
3. Enter values for each variable:
   • Required variables are marked with an asterisk (*)
   • Default values are pre-filled but can be changed
   • For image variables, click to select or upload an image
   • For rich text variables, use the built-in editor to format your content
   • For table variables, edit column headers and add or remove rows as needed
4. Click "Use Template" to create your signing session
5. All {{{variable_name}}} placeholders are automatically replaced with your values

Best Practices

Naming Conventions

• Use descriptive names: client_full_name is clearer than name1
• Be consistent: if you use client_name in one template, use it in others too
• Use underscores to separate words: contract_start_date
• Start with a letter, not a number

When to Make Variables Required

• Required: Critical information that must be present (client name, contract date)
• Optional: Nice-to-have content with sensible defaults (company tagline, secondary contact)

Setting Default Values

• Use defaults for values that rarely change (your company name, standard terms)
• Leave defaults empty for values that always change (client name, specific dates)
• Default values speed up the workflow - users just confirm or override

Example: Client Contract Template

Here's how you might set up variables for a client services agreement:

Pro Tips

Need More Help?

If you encounter any issues or have questions about template variables, check our FAQ section or contact our support team at [email protected].