Smart Fields: Variables and Dynamic References

Types of Smart Fields

There are two types of smart fields: variables and dynamic references.

We refer to these fields as "Smart" because they automatically update any place they are inserted, if the source field is updated.

1. To insert a smart field, in any document section text editor:
   
1. Type $ to see a list of variables that can be inserted
   
2. Type + to see a list of dynamic references that can be inserted
2. In these 3 views, smart fields will be formatted as:
   
1. Text editor: green highlight
   
2. Document view: default text formatting
   
3. PDF/DOCX export: default text formatting
   
3. Permissions:
   
1. Any users assigned a project role with access to document sections can insert dynamic references and variables into documents.
   
2. Administrator users can configure new/custom variables.

Variables

Variables are placeholders you can insert into your documents and sections, to automatically insert the data in the field associated with the variable.

Variables can be used to help ensure important information like key dates and contact information are consistent and correct throughout your project documents.

1. In any document section: type $ to bring up a list of variables you can insert.
   
2. If you don't see the variable you are looking for, type a unique word in the title, like "abbreviation".
   
3. Variables can be custom configured by users in the Administrator role.
   
4. There is also a set of default system variables. This includes:

List of default system variables	Example	Description
$solicitation_type	Request For Offer	The full solicitation type that is chosen for the project.
$solicitation_type_abbreviation	RFO	The abbreviation of the solicitation type.
$solicitation_vehicle	California Multiple Awards Schedule	The full leveraged procurement agreement (LPA) type that is chosen for the project.
$solicitation_vehicle_abbreviation	CMAS	The abbreviation of the leveraged procurement agreement (LPA) type.
$document_title	Scope of Work	The name of the document you're working in.
$solicitation_name	#12456 - Telecommunications System	The name of the project where you're viewing the document.
$procurement_official_name	<Name>	The name of the user in the project role "Owner."
$procurement_official_email	Yasmin Villegas	The email address of the user in the project role "Owner."
$procurement_official_phone	555-123-4567	The phone number of the user in the project role "Owner."
$page_number	1	The page number of the document. Note: this will only be filled after you export your documents.
$total_pages	50	The total page number of the document. Note: this will only be filled after you export your documents.

Dynamic References

Dynamic references are names of documents and sections you can insert into your document body.

These can be used to help the reader navigate to different sections of your project document package.

These are available based on the documents/sections that exist within a project. If a document/section exists, the title can be a dynamic reference.

If you reorder or rename a document/section, any dynamic references will automatically be updated in all documents/sections.

1. In any document section: type + to bring up a list of document/section titles you can insert.
   
2. If you don't see the title you are looking for, type a unique word in the title, like "Statement".
   

Try refreshing your webpage if section titles for smart fields are not updating initially.

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