How to use merge fields & variables in eSign templates

One of the most powerful features in GLASS eSign is the ability to automatically populate documents using information from existing person records. By using variables and merge fields, you can reduce repetitive data entry, improve accuracy, and speed up document completion for both administrators and signers.

In this tutorial, you'll learn the difference between variables and merge fields, how to configure each within eSign templates, and how prepopulated data is reviewed before sending documents for signature.

schedule 3:21

| eSign

What You'll Learn

In this video, you'll learn how to automate document population using variables and merge fields in GLASS eSign templates.

Understand the difference between variables and merge fields
Automatically populate document content using existing person records
Configure merge fields for editable form fields
Use variables within text and content blocks
Review prepopulated document data before sending
Send eSign documents with automatically populated information

Transcript

0:05 One of GLASS eSign's most powerful features is autofilling documents using data from existing person records.
0:13 There are two main ways to use this feature and in this video we'll walk through an example of each.
0:19 First up, variables.
0:23 Instead of manually typing repetitive information like names, dates, or other document values, variables let you automatically populate that data. You can set them up once in your template, and they'll save you time on every document moving forward.
0:39 For example, I'll add a text block here, and within it, use a variable to populate the company name associated with this employee in GLASS.
0:49 To do this, I start by typing an open square bracket.
0:53 Then I select the role and finally choose the data I want to reference. In this case, the company name.
1:01 Now, every time this template is used, the company associated with the person in GLASS chosen as the employee will automatically appear here.
1:11 Quick rule of thumb, text blocks cannot be edited by recipients, while fillable fields can, even if they're prepopulated.
1:21 Keep in mind that variables cannot be edited by signers, and they're only available within content or text blocks.
1:28 They can't be used inside of fillable fields.
1:32 That's where merge fields come in. Merge fields also use your existing GLASS data, but they prepopulate fillable fields, which can still be edited by the signer if needed.
1:44 Let's take a look.
1:46 I'll add a fillable field for first name. I'll click into it, then select the slider icon to open the field options.
1:56 Next, I'll use the merge field setting to choose what data should be prefilled. This helps reduce manual entry and speeds things up for the signer. I'll start by entering the role, in this case, employee, and then select the specific field from the GLASS record that I want to use.
2:15 If you ever need a reference, you can click the help icon. And under the merge fields heading, you'll see a full list of available options.
2:23 Remember, all changes in the editor are saved automatically.
2:28 When you're ready to send the document, click the send button, select the recipient, and configure your document settings.
2:37 If you click optional prepopulate fields, you can review the values that will be used to fill your merge fields and that the signer will be able to edit.
2:47 Next, you'll review the data used to populate the non-editable variables on the document.
2:54 Keep in mind, this information is pulled directly from the individual's person record in GLASS. All of the information shown in these sections is what will appear on the document unless you make changes here.
3:08 And now once everything looks good, hit send to deliver the document. And that's it.
3:14 Thanks for choosing GLASS.

Not familiar with GLASS HIRE yet?

These videos give a practical look at how GLASS Hire works in real scenarios. You will get a clear view of how GLASS Hire brings onboarding, employee records, and screening services together in one system, so you can see how everything works as a connected process.