Add smart fields to your form templates to automatically fill in client names, project dates, invoice totals, and other details when the form is used in a project.
What are smart fields?
Smart fields are text placeholders you add to form templates that autofill with real data when the form is used in a project. They use double curly brace syntax — for example, {{client.name}} — and are replaced with the corresponding value when a client receives the form. While you're editing a template, smart fields display as raw syntax; they only populate with real data in a when used in the correct context.
Insert a smart field
You can add smart fields to any text editor element in a form template. The steps are the same whether you're editing a global form template or a form within a specific project.
From a global form template
Go to Forms ➔ Form templates and open a form template.
Click into a text editor element to start editing.
Click the location in the text where you want to insert the smart field.
Click the Smart Fields button (circuit board icon) in the text editor toolbar.
In the popover that opens, browse the categories or type in the Search fields... bar to find the field you want.
Click a field to insert it at your cursor position.
Use the search bar to quickly find a field by typing part of its name or syntax instead of browsing categories.
From a project-level form
Open a project and go to the Forms tab.
Open the form you want to edit.
Click into a text editor element to start editing.
Click the location in the text where you want to insert the smart field.
Click the Smart Fields button (circuit board icon) in the text editor toolbar.
Browse or search for the field, then click it to insert.
Each field in the picker shows its label, a short description, and the raw bracketed syntax so you know exactly what it inserts.
Smart field categories
The smart field picker organizes fields into categories. Here's what each one contains.
Project — Project title, start and end dates, and location details. Custom fields you've created for projects also appear here automatically.
Client — Client name, email, phone number, company, address, and alternate contact information. Custom fields you've created for clients also appear here automatically.
Invoice — Invoice total, subtotal, amount paid, amount remaining, line items, and invoice number.
Brand — Your business name, email, phone, address, logo, and email signature.
Date — Current date and time in various formats.
Links — Buttons that link clients to invoices, contracts, the client portal, forms, and schedulers.
Payment Plan — Installment due dates and amounts.
Package — Package name, totals, item details, and proposal selection elements such as quantity fields, checkboxes, and selection buttons.
Appointment — Appointment name, location, duration, start and end date/time, reschedule and cancel buttons, and conferencing link.
Form — Form title, form link, form type, and expiration date.
Custom fields you create appear automatically in the Project and Client categories. You do not need to add them manually. For more on custom fields, see Custom fields.
Smart fields and your process
A smart field can only autofill if the relevant data already exists in the project at the time the form is opened. The sequence of your process matters.
For example, if you want a contract to display the project start date, that date needs to be set within the project before you send the contract. You can collect it on an earlier form using a mapped field, or set it manually on the project.
If a smart field has no data to pull from, it appears blank on the form. Make sure the information a smart field references is already in the project before sending the form.
Avoid smart field errors
Inserting smart fields correctly keeps them valid and ensures they populate as expected.
Always insert smart fields using the Smart Fields button — do not type the bracketed syntax manually.
Never edit the text of a smart field after it has been inserted.
When applying formatting (bold, underline, etc.) to a smart field, select the entire field including the curly braces.
Copying and pasting a smart field works in some situations, but inserting it from the Smart Fields button is always the safest approach.
FAQ
Can I use smart fields in emails too?
Yes. Smart fields work in canned email templates and other text editors throughout Dubsado, not just forms. The same categories and syntax apply. For a full list of available smart fields, see the Smart field reference guide.
Where can I see a full list of every smart field?
See the Smart field reference guide for a complete list of all available smart fields and their syntax.
Why does my smart field appear blank on the form?
Here are the two most common reasons a smart field might appear blank:
The smart field has no data to pull from in the project. Make sure the information it references — such as the client name or project date — already exists in the project before sending the form.
The smart field's syntax is incorrect, such as missing a bracket or letter within the brackets. Broken smart fields won't populate stored information. For a smart field that's not functioning properly, try removing it and re-adding it via the Smart field button.