Who This Is For / When to Use
This article is for Kyrios users who create reusable document or contract templates and want to automatically populate them with contact, project, or transaction data.
Use this when you want:
Consistent documents across multiple clients or projects
Reduced manual editing before sending contracts
Automated document generation through Workflows
What Document Variables Are
Document Variables are placeholders inserted into a document template.
When the document is generated or executed, each variable is replaced with its assigned value.
Key characteristics:
Variables control dynamic content
Values are defined at document execution time
Variables ensure consistency across templates
Variable Name vs. Variable Value
Variable Name
The variable name is the unique identifier used inside the document template.
Rules:
Must be unique within the document
Typically written in snake_case
Represents what data will be inserted
Example:
client_nameproject_name
Variable Value
The variable value is the actual data that replaces the variable name when the document is generated.
Supported value types include:
Text
Numbers
Dates
Example:
client_name→ “TechCorp Inc.”project_name→ “Website Redesign”
Where to Create Document Variables
To create and use Document Variables:
Open Payments from the left navigation
Select Documents & Contracts
Click + New to create a document or template
Insert variable placeholders directly into the document content
Variables are resolved when the document is executed or sent.
Example: Common Document Variables
Below is an example set of variables for a project-based document template:
project_name– Name of the projectclient_name– Client or organization nameservice_description– Description of services providedtotal_cost– Total project costdelivery_date– Expected delivery date
These variables can be reused across proposals, agreements, and invoices.
Example: Variable Values for a Specific Document
When generating a document, assign values to each variable:
project_name: Website Redesignclient_name: TechCorp Inc.service_description: Design and development of a responsive website, including UX, development, testing, and deploymenttotal_cost: $10,000delivery_date: December 31, 2023
The generated document will automatically replace each placeholder with these values.
Common Use Cases
Client Proposals
Use variables like client_name, project_name, and total_cost to quickly generate customized proposals while maintaining a consistent structure.
Service Agreements
Create reusable agreement templates using variables such as service_description, delivery_date, and client_name to reduce manual edits.
Invoices
Automate invoice creation by inserting variables like client_name, total_cost, and invoice_date to ensure accuracy and consistency.
Common Issues and Fixes
Variable Does Not Populate
Confirm the variable name in the document exactly matches the defined variable
Ensure a value is assigned before generating the document
Incorrect Value Appears
Verify the value source used during document execution
Check for reused variable names across templates
FAQ
What are document variables and how are they used?
Document variables are placeholders within a document template that are replaced with real values when the document is generated. They are used to automate documents and maintain consistency across proposals, agreements, and invoices.
How do I create document variables?
Go to Payments > Documents & Contracts, click + New, and insert variable names directly into your document where dynamic content is required.
Can document variables be customized for different projects?
Yes. Variable values are defined at the time the document is generated, allowing the same template to be reused for different projects or clients.
What are the most common use cases for document variables?
Common use cases include client proposals, service agreements, and invoices where client names, project details, and pricing need to change dynamically.
Are document variables compatible with templates?
Yes. Document variables are designed specifically for reusable document and contract templates.
What is a variable value?
A variable value is the actual data—such as text, a number, or a date—that replaces a variable name when the document is generated. For example, project_name may resolve to “Website Redesign.”