Pay special attention to the "types" of fields you are plugging into your templates.
"Job.Primary Contact" template fields:
Choosing a field from the Job.Primary Contact options will pull the selected details from the primary contact record of the job under which the document is being created.
Example: In this example, there is a job called "job test" whose primary contact is "Jane Tester".
You can create a document under the Job using a template that includes the field {{JobPrimaryContactDisplayName}} .
Upon creating this document for the Job, the display name Jane Tester will populate where the field has been added, since that is the name of this primary contact.
"Job" and "Contact" template fields:
As the name of the field suggests, choosing a field from either the job or contact options will populate information specific to that contact or job.
Example: I have a contact called "Jo Tester" whose display name I would like to populate when creating my document.
I have a document to create under the Contact using a template that includes the field {{ContactDisplayName}} .
Upon creating this document for the Contact, the display name Jo Tester will populate where the field has been added since that is the name of this contact.
Takeaway:
- Contact-specific template fields will only populate information if the document is being created under a contact.
- Job-specific template fields will only populate information if the document is being created under a job.
- Job.Primary Contact-specific template fields will only populate information if the document is being created under a job with an associated primary contact.
"Task" and "Activity" template fields:
These two types of template fields can only be used in email templates that are sent out by an automation triggered by either a task or recorded activity.
Example 1: Creating an event-based automation to send an email out that contains details of a task that has been created. The email template you use for the automation will include the task's start date.
With the task creation being the automation's "triggering event", the email that is sent out will contain the triggering task's start date, as anticipated. Under the Activity tab of the task, you can see the body of the outbound email as well as the event that triggered the automation.
Example 2: Creating an event-based automation to send an email out when a certain type of activity has been created under a contact or job's record.
The email template you use will contain the name of the user who created the activity, as well as the date the activity was created.
When adding a note to a customer's record, select the type you want specified as the automation's condition in order for the email to send out.
Under the Activity tab of the record under which the note was added that met the conditions of the previously created automation, you can now see an outbound email that contains the contents of the activity-specific template fields used.
"Work Order" template fields:
Much like tasks and activity, work order-specific fields can only pull information if a work order triggers an automated email.
Example: If you want a team member to receive an automated email containing details of their assigned work order once it has been created. The email template you use for the automation will include the work order's start date.
The email template used will contain the name of the user who is assigned to the work order as well as the work order's start date.
This is the only way work order details can be plugged into a template using short codes. Document templates are not compatible with work order template fields.