Managing Document Variables

Document Variables are used to manage dynamic placeholders throughout the system for creating contracts, legal documents, and templates. These variables get automatically filled with data from the system when generating documents, enabling standardized document creation and reducing manual data entry. Variables can be client information, case details, or any other system data that needs to be dynamically inserted into documents systematically across the platform. 

Accessing Document Variables

1. Navigate to the Settings section by clicking the settings icon in the header bar on the left side
2. Under the Common Master section, click on Document Variables

Managing Existing Document Variables

The Document Variables page displays all document variables in a table with:

• Document variable name with system format
• Variable type (Single Line Text, Multi-line Text, List, System Variable)
• Description
• Resource association
• Status
• Edit action button

You can:

• Add new document variables by clicking the Plus (+) button in the top right corner
• Search across all columns to find specific document variables
• Edit a document variable by clicking the edit button in the action column
• Change status by editing and updating the active toggle

Existing Document Variables grid view showing variable names, types, and status indicators

Adding a New Document Variable

1. On the Document Variables page, click the Plus (+) button in the top right corner
2. In the form, configure the following sections:

Basic Information

• Document Variable: Enter the variable name in lowercase format. The system will automatically add ${} formatting
• Type: Select the variable type using radio button options:
  • Single Line Text: For short text inputs and simple data fields
  • Multi-line Text: For longer text content and detailed descriptions
  • List: For dropdown selections with predefined options
  • System Variable: For automatically populated system data

Variable Configuration

• Description: Enter an optional description explaining the variable's purpose and usage
• Resource: Select which module this variable relates to using dropdown options:
  • Client: Client-related information
  • Employee: Employee data
  • User: User information
  • Other: General or miscellaneous data

List Type Configuration (visible when List type is selected)

• List Items: Add predefined options that users can select from
  • Click the plus icon to add multiple list items
  • Each item will appear as a dropdown option during document creation
  • Items can be edited or removed as needed

System Variable Configuration (visible when System Variable type is selected)

• System Variable: Select the specific system field to link from the dropdown
  • Available options depend on the selected Resource
  • Links directly to database fields for automatic population

Status Configuration

• Active: Toggle button set to "Active" (default) or "Inactive"

3. Click Submit to create the new document variable

Adding a new Document Variable form showing all configuration options and variable types

Variable Format and Usage

Standard Format All document variables follow a specific format:

• Start with $ symbol
• Enclosed in curly brackets {}
• All lowercase letters
• Example: ${customer_name_en}, ${agreement_number}, ${case_reference}

Variable Types

Single Line Text Variables Used for simple text inputs that users manually enter during document generation:

• Names, addresses, reference numbers
• Short descriptions or identifiers
• Custom fields requiring brief text input

Multi-line Text Variables Used for longer content that may span multiple lines:

• Detailed descriptions or clauses
• Terms and conditions content
• Notes or special instructions

List Variables Provide predefined dropdown options for consistency:

• Contract types, payment terms
• Standard clauses or provisions
• Predefined legal language options

Configuring list-type variables with multiple dropdown options

System Variables Reference

System Variables automatically populate with data from various system modules. The available options depend on the selected Resource:

Other Module Variables

Variable
Description
current_date
Current system date
agreement_number
Auto-generated agreement number

Client Module Variables

Variable
Description
customer_type
Type of customer (Individual/Company)
customer_opening_date
Client account opening date
customer_company_registration_id
Company registration ID
customer_name_en
Client name in English
customer_name_ar
Client name in Arabic
customer_primary_name_en
Primary contact name in English
customer_primary_name_ar
Primary contact name in Arabic
customer_primary_email
Primary contact email
customer_primary_address
Primary contact address
customer_primary_phone
Primary contact phone
customer_primary_nationality_en
Primary contact nationality in English
customer_primary_nationality_ar
Primary contact nationality in Arabic
customer_primary_national_id
Primary contact national ID
customer_primary_passport_number
Primary contact passport number

Employee Module Variables

Variable
Description
emp_id
Employee ID
emp_title
Employee title
emp_name
Employee name
emp_joining_date
Employee joining date
emp_phone
Employee phone number
emp_email
Employee email address
emp_gender
Employee gender
emp_office_en
Employee office in English
emp_office_ar
Employee office in Arabic
emp_dob
Employee date of birth
emp_passport
Employee passport number
emp_address
Employee address
emp_job_title_en
Employee job title in English
emp_job_title_ar
Employee job title in Arabic
emp_leaving_date
Employee leaving date

User Module Variables

Variable
Description
user_name_en
User name in English
user_name_ar
User name in Arabic
user_email
User email address
user_mobile
User mobile number
user_office_en
User office in English
user_office_ar
User office in Arabic
user_department_en
User department in English
user_department_ar
User department in Arabic
user_hourly_rate
User hourly billing rate
user_code
User code

Reference: System variables are automatically populated when generating contracts, eliminating manual data entry and ensuring consistency.

System Variables Automatically populated from system data:

• Client information from client records
• Employee details from employee management
• User information from user profiles
• Dates, reference numbers, and calculated fields