SmartDoc - Merge Fields
Toby MacLeod
If done properly, this could be a huge game changer for the way customized documents are created. A couple use cases come to mind, including: AI prompt engineering and mail merge documents for customized marketing assets. I hope this is on the roadmap soon.
J
Jim Bain
Use case: build AI prompts.
Nate Montgomery @ SmartSuite
Merged in a post:
Dynamically Refer to fields in SmartDocs
Vasken Bakalian
Currently we are able to link to records (via the title field) in the SmartDocs.
We need to bring in (link) any field, similar to what we can do in automation (with SmartDocs) or the Doc Designer.
Also, it would be more amazing if we can rely on the dot notation to refer to fields similar to how the formulas work, not to be forced to created multiple lookups in many apps.
Nate Montgomery @ SmartSuite
Merged in a post:
SmartDocs with serial letter fields
Martin Böhmer
Ability to incorporate every field of the current record anywhere inside text of the smartdoc field with a variable. This together with the ability to export to PDF or print - perhaps mail would be nice - to create data driven docs. Would be a nice alternative to the Designer print layouts. These cannot incorporate field text inside fixed text.
Nate Montgomery @ SmartSuite
Merged in a post:
Add Document Views
C
Christina Preston
It would be amazing if users were able to also create simple word document pages that had the ability to reference fields. Users would not only have the ability to jot down simple notes separate from their tables, but can also reference and perform calculations with data fields — all from within the word Document page.
Here's one case sample: Summarizing weekly performance in the form of an email.
"Dear [Contact_Name],
The Opportunity Pipeline this week saw a [WOW_change]% from last week, with countif([opportunity_create_date]<7 days) new opportunities added to the pipeline and countif([opportunity_status_changed]) opportunities progressed to new stages. The total amount added to the pipeline this week is $[weekly_new_pipeline], with total pipeline currently totaled at $[sumif(opportunity_stage="open",[opportunity_total]).
Sincerely,
[Sender_name]"
I am a complete newbie to SmartSuite so please forgive my awful attempts at drafting formulas above. Hopefully, you get my point though.
Jon Darbyshire
Thank you for posting, Christina Preston! I have a few more questions for you:
- Could you provide more examples of the types of calculations you would like to perform within the document?
- Are there specific data fields you frequently use and would like to reference in the document?
- Would you like the ability to customize the format of the email template, or would a standard format suffice?
F
Federico Gonzalez
It's also very important for us. We are building a catalog with our company procedures and we would like to insert references to job positions, so that if the job position name changes I don't have to go and update every single document where the job position is referenced
Jon Darbyshire
Thank you for posting, Martin Böhmer! I have a few more questions for you:
- Can you provide examples of the types of data-driven documents you would like to create using this feature?
- What specific fields from the current record would you like to incorporate into the SmartDocs?
- Could you elaborate on the desired functionalities for the PDF export and print options?
Martin Böhmer
Jon Darbyshire
Sure.
- All kinds of letters or standard printouts that need data as part of the text itself - for example contracts.
- Ideally all with variable like in the formula editor.
- With the merged data the printouts of Smartdocs would be more versatile. It could be coupons and tickets with naming for example the value of the coupon, the name of the customer, the place of the event and all this as part of the full text and not only - as currently in Designer - as field alone.
Michael Webb
I am building an HOA management system in SmartSuite.
As a non-profit organization with revenues of $1.7 million, we need to manage our finances and cash flow, as well as projects and ongoing services.
Work is done by committee volunteers in committee meetings however. So, good meeting minutes are crucial. That's because they document the rationale for various decisions, as well as action items committee members agree to.
We would like to use SmartDocs for meeting minutes. That would require linking an action item within the SmartDoc to any table in any solution in our SS workspace.
I just learned yesterday how to hotlink text in a SmartDoc to any record in any table, which is great. But that means I need to train the volunteers on our committees to navigate through a not so friendly maze to find these records, located the url, and then go back in and link it to the text.
It would be much easier to have a "/" command that popped up a filterable search for solutions/tables/records, so they could just select the right one, add or complete fields in the record (i.e., who?, will do what?, by when?), and when they finish, have it appear as a line in the SmartDoc.
This would be very powerful. It would be easier for all committees to follow the same templates for action items within projects/work details, within roles/purposes, within a committee's charter. Likewise, roll ups of counts and measures could be automatic. This would bring a lot of order and discipline to a rather chaotic environment.
Y
YES Integrations
Ideally this would allow inserting values from other records too, as an extension of the already existing ability to link to other records in a Smartdoc
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