For Admins and Managers: Use this article to add and manage variables in custom forms.
Staff members can complete forms with variables, but only authorised users should create or change variable settings.
Important: Check variable values carefully before publishing or assigning a form. Incorrect variables may affect form content, reporting, and staff workflows.
Available Variables
Use the table below as a reference when adding variables to a form.
Submitter Variables
Field | Variable |
First name | {{ submitter.firstName }} |
Last name | {{ submitter.lastName }} |
Full name | {{ submitter.name }} |
{{ submitter.email }} | |
Phone | {{ submitter.phone }} |
Position | {{ submitter.position }} |
Branch | {{ submitter.branch }} |
Address | {{ submitter.address }} |
Client Variables
Field | Variable |
First name | {{ client.firstName }} |
Last name | {{ client.lastName }} |
Full name | {{ client.name }} |
Date of birth | {{ client.dob }} |
Pronouns | {{ client.pronouns }} |
Phone | {{ client.phone }} |
{{ client.email }} | |
Address | {{ client.address }} |
Cultural identity | {{ client.culturalIdentity }} |
Site | {{ client.site }} |
Case manager | {{ client.caseManager }} |
Submission Variables
Field | Variable |
Submission ID | {{ submission.id }} |
Created on | {{ submission.createdAt }} |
Organisation Variables
Field | Variable |
Organization name | {{ org.name }} |
ABN | {{ org.abn }} |
Open the Form Template Editor
Go to Registers from the left menu.
Open an existing register template or select Create Form to create a new one.
This will open the Template Editor.
Add or Select a Field
Add the field where you want to use a variable.
For example, you can drag a Date field into the form section.
Once the field is added, select it so the field settings open on the right side.
Open the Insert Variable Menu
In the field settings panel, look for the Insert variable option.
The variable menu shows available data grouped by category, such as:
Submitter
Client
Submission
Click the variable you want to insert.
Insert a Variable into a Field Description
Select the field where you want the variable to appear.
Click inside the field’s Description box.
Open the Insert variable menu and choose the variable you need.
For example, selecting Client date of birth inserts a variable like:
{{ client.dob }}The variable will appear in the field description area.
Add a Static Text Field
You can also use variables inside a Static Text field.
Drag the Static Text field into the form section.
Select the Static Text field to open its settings panel.
Insert Variables into Static Text
Click inside the Static Text content box.
Use the Insert variable option to choose the information you want to display.
For example, you can insert:
{{ submitter.name }}or
{{ client.name }}These variables will display the relevant person’s details when the form is used.
{{ submitter.name }} and
{{ client.name }}.
Review the Form
After adding variables, review the form layout.
Check that each variable has been placed in the correct field or text area.
Use Preview if you want to check how the form will appear before saving.
Check that each variable displays the correct information before making the form available to staff.
Save the Form
Once the variables are added and reviewed, select Save Draft.
The form template will keep the variables in place and use them when the form is completed.
Important Notes
Variables must be inserted exactly as shown by the system.
Do not manually change the variable formatting unless you are sure of the correct value.
Variables usually use double curly brackets, for example:
{{ client.name }}
A variable only works if the related data exists in the system.
For example, a client date of birth variable will only show a value if the client record has a date of birth saved.
Static Text supports basic formatting and markdown, so variables can be used alongside normal instructions or helper text.
Changes to a form apply to future submissions. Existing submitted forms are not automatically updated.
If a variable has no available value for the selected staff member, client, organisation, or submission, the form may show a blank space or incomplete information.
Troubleshooting
A variable does not appear correctly
Check that you selected the variable from the Insert variables menu.
If it is still incorrect, remove the variable from the field and insert it again.
A variable is blank or incorrect
Check that the related staff member, client, organisation, or submission record has the required information saved.
Also confirm that you selected the correct variable for the field you want to display.
I cannot see the Insert variables menu
Click inside a field that supports variables, such as a Description or Static Text field.
Make sure your cursor is placed inside the field before opening the variable menu.
A variable is in the wrong place
Click the field again and move or remove the variable from the settings panel.
Then insert it again in the correct location.
I cannot save the form
Check that all required fields and settings are complete before selecting Save Draft or Save & Publish.