Including Merge Fields in Email Templates and Signatures

You can include Merge Fields in an Email Template or Email Signatures to bring in content from Xero Practice Manager and from FYI. For an overview of how Merge Fields are used, refer to Overview of Templates, Signatures and Merge Fields for Emails.

Merge Fields are added to the content of the Email Template or Signature to include, for example, the client's First Name, Last Name and to add information about the email author, the Author's Name or Phone number. These examples are added as the Merge Fields such as {{ FirstName }} {{ LastName } }{{ PostalAddress }} {{ AuthorName }} {{ AuthorPhone }}. Merge Fields are added to the content of the Email Template or Signature need to be added in a specific format. The Merge Field has the correct character for the opening and closing curly brackets and it has a space after the opening curly brackets and before the closing curly brackets.

In the Email Editor for the Template or Stationery, the Merge Fields are grouped into categories (for example, FYI, OTHER, XERO LEDGER, CORPORATE AFFAIRS, XPM, XERO TAX). Expand the group by clicking the arrow for the group and locate the Merge Field want to include.

Information from Xero Practice Manager (FYI group)
For example the client's First Name, Last Name as well as information such as the client's Manager is retrieved from Xero Practice Manager for the primary contact of the client, as displayed on the Client - Summary tab (refer to Client Summary).
These examples are added as the Merge Field codes {{ FirstName }}, {{ LastName }}, {{ Manager }}.

User Roles and Qualifications from FYI (OTHER group)
If you have added Roles to your users and Qualifications to the User Profiles (refer to Managing Users) these can be included in the Email Templates or Signature for the Author of the document that is created.

These examples are added as {{ AuthorName }}, {{ AuthorRole }}

Reference Number from FYI (OTHER group)
To include the unique FYI reference number, add the Reference Number Merge Field.
This adds the code {{ ReferenceNumber }}. Refer to Unique Document Reference Number.

Other Information from FYI (OTHER group)
You can add Merge Fields for include other information such as the Created Date and Original File.

OneDrive Links from FYI (OTHER group)
There are also Internal Merge Fields used to include links to the OneDrive for attachments and links to Share Folder and the Upload Folder. Refer below to Setting up an Email Template to Send Shared Folder Links. Refer also to Sharing Documents via OneDrive and Setting up the Shared Folders Email Template and Assigning Share Settings Access.

These Merge Fields are added as {{ AttachmentLinks }}, {{ ShareFolderLink | web_link }}, {{ UploadFolderLink | web_link }}

Information from Xero Ledger (XERO LEDGER group)

Merge Fields for Period From, Period To and Year from Xero Ledger can be added.

Custom Fields (XPM group)
If you have set up Custom Fields in your Xero Practice Manager, you can include Merge Fields for these in Email Templates and Stationery.

Tax Merge Fields (XERO TAX group)
The Tax Merge Fields can only be used in the FYI pre-configured processes for Tax Assessments as these processes are triggered by tax returns and assessments (refer to the section Xero Tax Automations). If these Tax Merge Fields are used in any other processes (such as Custom Processes) the source of these will not be known and the Merge Fields will not retrieve any data. Refer to Including Advanced Tax-Related Merge Fields in Email Templates.

Formatting
For information purposes, the FORMATTING group gives a variety of formatters that can be added to Merge Fields to modify their appearance. Refer also to Formatting and Fonts in Email Templates and Signatures.

Adding Merge Fields to an Email Template or Signature

To include any of the Merge Fields:

1. Position the cursor in the location in the Email Template or Signature where you want the information to appear.
2. Then click to open the group of Merge Fields at the bottom of the Email Editor.
3. Click on the required Merge Field (for example, Salutation).
   
   The correct code for the merge field is added for you in the body of the Email Template.
   
   
   

Merge Fields are added in the same way to the Email Signature for example for the Author Name, Author Phone, information from FYI - for example, the Role of the Author and a unique Reference Number for the FYI document.

Refer also to Including Advanced Tax-Related Merge Fields in Email Templates.

Setting up an Email Template to Send via OneDrive

When sending documents by OneDrive, if the user will be selecting a template (refer to Sharing Documents via OneDrive) these template(s) used for sending via OneDrive must include the merge field for Attachment Links {{ AttachmentLinks }}. This Merge Field controls where FYI will insert the OneDrive links that are created for the documents. When creating the template, select Attachment Links from the OTHER group in the Merge Fields.

If this Merge Field is not included in the template, the link will not open.

Setting up an Email Template to Send Shared Folder Links

The Merge Fields Share Folder Link and Update Folder Link are used when setting up a template to inform a client that they have been given access to the OneDrive shared folders. These include links to the client's Share Folder and Upload Folder in the email. Refer to Setting up an Email Template to Send via OneDrive.