Merge Field Reference

Use this reference information to set up the merge fieldsMerge fields are a special feature of Microsoft Word, which act as placeholders for data that will be imported into a document from an external data source. For example, the WorkflowMax sample invoice template contains the <<ClientBillingAddress>> merge field. When you use the template to print an invoice, the <<ClientBillingAddress>> merge field is replaced by the client's billing address that is stored in the invoice you're printing. you require when you are Creating a custom print template.

In the tables below, the 'X' indicates which template (QUote, Job Brief, Purchase Order, Invoice Statement or INvoice) each merge field can be used in.

Do NOT delete the mandatory TableStart and TableEnd merge fields in any of the templates. These fields are used to control the way that WorkflowMax loads data into the template from the database.

Custom fieldsYou can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets. can be used in custom print templates, but the number of merge fields is limited. For details see Custom fields at the end of this topic.

ClosedInformation about current user
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice

Name

From Business > Settings > Staff > (current user) Name.

 X X X X X

Email

From PortalThe WorkflowMax Portal allows you to manage your Xero account profile and to connect to other WorkflowMax accounts. To open the Portal, click your company name (top-left of the WorkflowMax menu bar). > Edit Profile > Email / Login.

 X X X X X

Phone

From Business > Settings > Staff > (current user) Phone.

 X X X X X

Mobile

From Business > Settings > Staff > (current user) Mobile.

 X X X X X
ClosedInformation from template and system
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice

TITLE

Document title based on the template selected:

  • Tax Invoice (Invoice template)
  • Invoice Statement
  • Job Brief
  • Purchase Order
  • Quote or Estimate (Quote template).

Alternatively, to customise the TITLE that appears on custom print templates, delete the <<TITLE>> merge field and replace it with the required plain text. For example, in a Job Brief, delete the <<TITLE>> and replace it with the text JOB SHEET.

 X X X X X

Today

Today's date.

 X X X X X
ClosedInformation from Organisation Settings
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice

PreferenceInformation

From Business > Settings > Organisation Settings > (Account) Information.

Can be used to display information about your business including: business name, address, phone numbers, email address, website address, Skype address, sales tax number, business number.

 X X X X X

PreferenceTaskHeading

From Business > Settings > Organisation Settings > (Account) Task heading.

Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.

 X X X X X
PreferenceFolderHeading

From Business > Settings > Organisation Settings > (Account) Folder heading.

Allows you to change the displayed name of the Folder table in the custom print template from Folders to Category, Section or some other suitable heading.

 X        

PreferenceCostHeading

From Business > Settings > Organisation Settings > (Account) Cost heading.

Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.

 X X X X X

PreferenceOptionHeading

From Business > Settings > Organisation Settings > (Account) Option heading.

Allows you to change the displayed name of the Option table (when present) in the custom print template from Options to Optional Features or some other suitable heading.

 X        

PreferenceTaxName

From Business > Settings > Organisation Settings > (Financial) Tax 1 Name.

Allows you to display the name of the applicable sales tax such as GST, VAT.

 X X X X X

PreferenceTerms

From Business > Settings > Organisation Settings > (Invoice) Footer OR (Purchase Order) Footer OR (Quote/Estimate) Quote Footer OR Estimate Footer.

The footer text displayed by the <<PreferenceTerms>> merge field will depend on the custom print template selected: Quote/Estimate, Invoice or Purchase Order.

 X X X   X

PaymentAdviceHeading

From Business > Settings > Organisation Settings > (Payment Advice) Heading.

Example heading: Please make payment by the due date as per the instructions below.

 X X X X X

PaymentAdviceText

From Business > Settings > Organisation Settings > (Payment Advice) Details. Example payment advice:

Please make payment by Internet Banking to:

XXXX Bank Account Number XXXX-XXXX-XXXXXXXX-XX
IBAN XXX SWIFT CODE XXXXX

Or post your remittance to:

XXX Corporation
Private Bag XXX
XXXX
XXXX 2626JH3

X X X X X
ClosedClient
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
ClientName

From Clients > (Select a Client) > Options > Edit > Name.

Inserts Job client name OR Billing Client Name (if a Billing Client has been selected).

 X X   X X
ClientPhone From Clients > (Select a Client) > Options > Edit > Contact Details > Phone. X X   X X
ClientFax From Clients > (Select a Client) > Options > Edit > Contact Details > Fax. X X   X X
ClientAddress

From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address (address box).

Inserts the client's physical address information.

 X X   X X
ClientCity

From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Town / City.

Inserts the city from the client's physical address information.

 X X   X X
ClientRegion

From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > State / Region.

Inserts the region from the client's physical address information.

 X X   X X
ClientPostCode

From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Postal / Zip Code.

Inserts the post code from the client's physical address information.

 X X   X X
ClientCountry

From Clients > (Select a Client) > Options > Edit > Contact Details > Physical Address > Country

Inserts the country from the client's physical address information..

 X X   X X

ClientAddressText

Combines the physical address merge fields: ClientAddress, ClientCity, ClientRegion, ClientPostCode and ClientCountry.

 X X   X X
ClientPostalAddress From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address (address box). X X   X X
ClientPostalCity From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Town / City. X X   X X
ClientPostalRegion From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > State / Region. X X   X X
ClientPostalPostCode From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Postal / Zip Code. X X   X X
ClientPostalCountry From Clients > (Select a Client) > Options > Edit > Contact Details > Postal Address > Country. X X   X X

ClientPostalAddressText

Combines the postal address merge fields: ClientPostalAddress, ClientPostalCity, ClientPostalRegion, ClientPostalPostCode and ClientPostalCountry.

 X X   X X
ClientBillingAddress   X X   X X
ClientAccountManagerName   X X   X X
ClientAccountManagerEmail   X X   X X
ClientAccountManagerPhone   X X   X X
ClientAccountManagerMobile   X X   X X
ClosedContact
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
ContactName   X X     X
ContactPhone   X X     X
ContactMobile   X X     X
ContactPosition   X X     X
ContactEmail   X X     X
ContactSalutation   X X     X
ContactAddressee   X X     X

ContactSalutationOrName

This field will substitute the contact name where a salutation doesn't exist.

 X X     X

ContactAddresseeOrName

This field will substitute the contact name where an addressee doesn't exist.

 X X     X
ClosedFolder
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
FolderName   X        
FolderDescription   X        
FolderAmount The total value of all task and cost items in the folder, excluding tax. Use the Amount merge field to display the value of each task and cost item. X        
FolderAmountTax Tax payable on FolderAmount. X        
FolderAmountTotal FolderAmount + FolderAmountTax X        
PreferenceTaskHeading

From Business > Settings > Organisation Settings > Task heading.

Allows you to change the displayed name of the Task table in the custom print template from Tasks to Activities, Labour or some other suitable heading.

 X X X X X
PreferenceCostHeading

From Business > Settings > Organisation Settings > Cost heading.

Allows you to change the displayed name of the Cost table in the custom print template from Costs to Materials, Disbursements or some other suitable heading.

 X X X X X

PreferenceFolderHeading

From Business > Settings > Organisation Settings > Folder heading.

Allows you to change the displayed name of the Folder table in the custom print template from Folders to Phases, Sections or some other suitable heading.

 X        
ClosedSupplier
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
SupplierName       X    
SupplierPhone       X    
SupplierFax       X    
SupplierAddress       X    
SupplierCity       X    
SupplierRegion       X    
SupplierPostCode       X    
SupplierCountry       X    

SupplierAddressText

The Address, City, Region, Post Code and Country fields formatted as per standard formatting.

     X    
SupplierPostalAddress       X    
SupplierPostalCity       X    
SupplierPostalRegion       X    
SupplierPostalPostCode       X    
SupplierPostalCountry       X    

SupplierPostalAddressText

The Postal Address, Postal City, Postal Region, Postal Post Code and Postal Country fields formatted as per standard formatting.

     X    
SupplierBillingAddress       X    
ClosedQuote
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
QuoteType   X        
QuoteDate   X        
QuoteValidDate   X        
QuoteNumber   X

X

      
QuoteJobNumber   X        
QuoteName   X        
QuoteDescription   X        
QuoteOptionExplanation   X        
QuoteTaxRate   X        
QuoteSubTotal   X        
QuoteTaxTotal   X        
QuoteTax1Total (for US clients)   X        
QuoteTax2Total (for US clients)   X        
QuoteTaskSubTotal   X        
QuoteCostSubTotal   X        
QuoteTotal   X        
OptionSubTotal   X        
OptionSubTotalIncludingTax   X        
ClosedTask Table
Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Description Comprises task name + task label. X X     X
Name   X X     X
Label   X X     X
Note Task "Description" field. X X     X
Time   X       X
TimeHourMinute 2:45 for example. X       X
TimeDecimal 2.75 for example. X       X
Rate   X       X
Amount   X       X
AmountTax   X       X
AmountTotal   X       X
Days   X X     X
DailyRate The DailyRate for the task is calculated as the billable rate multiplied by 8 hours. X       X
FolderName   X        
TaxRate1           X
TaxRate2           X
EstimatedTime     X      
ActualTime     X      
RemainingTime     X      
StartDate     X      
DueDate     X      
Staff     X      
Completed     X      
DateCompleted     X      
CompletedBy     X      
Quoted amount            
QuotedAmount Total quoted amount for tasks         X
QuotedAmountTax           X
QuotedAmountTotal           X
Previously invoiced amount            

PrevAmount

 Total previously invoiced amount for tasks         X

PrevAmountTax

           X
PrevAmountTotal           X
Total claimed amount            
TotalClaimedAmount Total Amount + PrevAmount         X
TotalClaimedAmountTax           X
TotalClaimedAmountTotal           X
Total unclaimed amount            
TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount         X
TotalUnclaimedAmountTax           X
TotalUnclaimedAmountTotal           X
ClosedCost Table
Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Description   X X X   X
Code   X X X   X
Note   X X X   X
Quantity   X X X   X
Rate The Rate is the unit price for the cost item. X   X   X
Amount   X X X   X
AmountTax   X   X   X
AmountTotal   X   X   X
FolderName   X        
TaxRate1           X
TaxRate2           X
Date     X      
Folder     X      
UnitCost     X      
UnitPrice     X      
Cost     X      
Supplier   X X      
Quoted amount            
QuotedAmount Total quoted amount for costs         X
QuotedAmountTax           X
QuotedAmountTotal           X
Previously invoiced amount            

PrevAmount

 Total previously invoiced amount for costs         X

PrevAmountTax

           X
PrevAmountTotal           X
Total claimed amount            
TotalClaimedAmount Total Amount + PrevAmount         X
TotalClaimedAmountTax           X
TotalClaimedAmountTotal           X
Total unclaimed amount            
TotalUnclaimedAmount Total QuotedAmount - TotalClaimedAmount         X
TotalUnclaimedAmountTax           X
TotalUnclaimedAmountTotal           X
ClosedOption Table
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Description   X        
Code   X        
Note   X        
Quantity   X        
Rate   X        
Amount   X        
AmountTax   X        
AmountTotal   X        
Supplier   X        
ClosedPurchase Order
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
OrderDate       X    
OrderNumber       X    
OrderDescription       X    
OrderDeliveryAddress Merge field name DeliveryAddress also works here.     X    
OrderTaxRate       X    
OrderSubTotal       X    
OrderTaxTotal       X    
OrderTotal       X    
ClosedJob
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
JobNumber This merge field can be used in single job purchase orders only, not bulk purchase orders.   X X    
JobName This merge field can be used in single job purchase orders only, not bulk purchase orders.   X X    
JobDate     X      
JobFolder     X      
JobDescription     X      
JobClientOrderNumber     X      
JobPriority     X      
JobStaff     X      
JobManager     X      
JobStartDate     X      
JobDueDate     X      
JobBudget     X      
JobState     X      
JobCategory     X      
Manager       X    
ClosedInvoice
Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Date Merge field name InvoiceDate also works here.         X
DueDate Merge field name InvoiceDueDate also works here.         X
Number Merge field name InvoiceNumber also works here.         X
Description Merge field InvoiceDescription also works here.         X
Type           X
TaxRate           X
SubTotal           X
TaxTotal Merge field InvoiceTaxTotal also works here.         X
Tax1Total           X
Tax2Total           X
CostTaxSubTotal            
TaskTaxSubTotal            
Total Merge field InvoiceTotal also works here.         X
AmountPaid           X
AmountDue Merge field name InvoiceAmountDue also works here.         X
CostSubTotal           X
TaskSubTotal           X
TaskTotalTime           X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
OrderNumber           X
JobNumber           X
JobName           X
Manager           X
Fee6Month This merge field is no longer supported.          
Fee12Month This merge field is no longer supported.          
TaskTotalTime           X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
Quoted amount            
QuotedCostSubTotal           X
QuotedTaskSubTotal           X
QuotedCostTaxSubTotal           X
QuotedTaskTaxSubTotal           X
QuotedSubTotal           X
QuotedTaxTotal           X
QuotedTotal           X
Previously invoiced amount            
PrevCostSubTotal Total previously invoiced amount for the job         X
PrevTaskSubTotal           X
PrevCostTaxSubTotal           X
PrevTaskTaxSubTotal           X
PrevSubTotal           X
PrevTaxTotal           X
PrevTotal           X
Total claimed amount            
TotalClaimedCostSubTotal Total of current invoice amount and all previously invoiced amounts         X
TotalClaimedTaskSubTotal           X
TotalClaimedCostTaxSubTotal           X
TotalClaimedTaskTaxSubTotal           X
TotalClaimedSubTotal           X
TotalClaimedTaxTotal           X
TotalClaimedTotal           X
Total unclaimed amount            
TotalUnclaimedCostSubTotal Quoted amount - total claimed amount         X
TotalUnclaimedTaskSubTotal           X
TotalUnclaimedCostTaxSubTotal           X
TotalUnclaimedTaskTaxSubTotal           X
TotalUnclaimedSubTotal           X
TotalUnclaimedTaxTotal           X
TotalUnclaimedTotal           X
ClosedJob Table (Invoice Only)
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Name           X
Description           X
Number           X
ClientOrderNumber           X
SubTotal           X
TaskSubTotal           X
TaskTotalTime           X
TaskTotalTimeHourMinute           X
TaskTotalTimeDecimal           X
CostSubTotal           X
QuoteNumber           X
Manager           X
ClosedTime Table (Invoice Only)
    Timesheet display mode
Merge Field Name Further details All Task / Staff Task / Date / Staff
Date   X X X
Staff   X X X

Description

Task name + Label.

 X X X
Name Task Name. X X X
Label Task Label. X X X
Note Time sheet note. X X X
Time   X X X
TimeHourMinute 2:45 for example. X X X
TimeDecimal 2.75 for example. X X X
Rate   X X X
Amount   X X X
ClosedMilestone Table
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Date     X      
Name     X      
Folder     X      
Completed     X      
DateCompleted     X      
CompletedBy     X      
ClosedNote Table
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Date     X      
Title     X      
Note     X      
Folder     X      
CreatedBy     X      
ClosedTask To-do Table
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Name     X      
Completed     X      
Date Completed     X      
CompletedBy     X      
ClosedStatement
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
StatementSubTotal         X  
StatementTaxTotal         X  
StatementTotal         X  
StatementAmountPaid         X  
StatementAmountDue         X  
StatementDate         X  
ClosedInvoice Table (Statements Only)
  Template
Merge Field Name Further details
QUQuote
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Date         X  
Number         X  
Description         X  
SubTotal         X  
TaxTotal         X  
Total         X  
AmountPaid         X  
AmountDue         X  
JobName         X  
JobSummary         X  
JobOrderNumber         X  
DueDate         X  
ClosedTax Table (tax letters and tax return cover pages only)
Tax Table (tax letters and tax return cover pages only) Further details Tax Return Cover Page Provisional Tax Letter Terminal Tax Letter
AgentName   X X X
AgentAddress   X X X
AgentPhone   X X X
AgentFax   X X X
ReturnPeriodFrom   X    
ReturnPeriodTo   X    
ReturnTaxYear   X    
ReturnTaxType   X    
PaymentDateApproved     X X
PaymentAddresee     X X
PaymentSalutation     X X
PaymentInstallment     X X
PaymentTaxYear     X X
PaymentDate     X X

The cover page and tax letter templates support all the client and job merge fields in addition to the above merge fields.

ClosedCustom Fields

The following table shows which custom fieldsYou can use custom fields to extend the range of standard data fields in the WorkflowMax database. These custom fields can then be used in custom reports - ensuring that you get maximum value from your reports. Custom fields can be added to any of the following data tables: Clients, Contacts, Jobs, Job Costs, Tasks, Leads, Suppliers and Time Sheets. can be used to create merge fields in specific print templates.

<fieldname> is the name of the custom field. For example, a job custom field called Product Type would have a merge field text of JobCustom Product Type. The JobCustom merge field can be used only in the Job Brief template.

The <fieldname> must match the custom field definition exactly. If the custom field Name is Product Type (with a space a capital letters), then ProductType (without the space) or Product type (with lowercase "t") will not work. To avoid problems, copy/paste the field Name from the Business >Settings > Custom Fields > Custom Fields tab.

  Template
Data Table Merge Field Text
QUQuote
TLTax Letter
JBJob Brief
POPurchase Order
ISInvoice Statement
INInvoice
Job JobCustom <fieldname>     X      
Job Task Custom <fieldname>     X      
Job Cost Custom <fieldname>     X      
Client ClientCustom <fieldname> X X X   X X
Contact ContactCustom <fieldname> X   X     X
Supplier SupplierCustom <fieldname>       X    

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