How do I create and use Placeholder Variables in the Knowledge Base?

What are Placeholder Variables?


Placeholder Variables (sometimes referred to as merge fields, keywords, or replacement text) are values in your Knowledge Base entries that may differ on a per-proposal basis.

Examples of such values are client names, proposal points of contact, phone numbers, services offered, departments, locations and addresses, etc.

There are two ways to add a Placeholder Variable in the Knowledge Base:


1. Manually typing the Placeholder Token using double close braces {{ }} around the chosen value(s) in the Response editor

◼This is a great option if you're manually adding entries to the Knowledge Base for future use

PRO TIP: Use Placeholder Tokens in your Existing Knowledge Word and Excel imports to save time



2. Using the Placeholder Variable function in the Response editor

◼Highlight the value(s) you'd like to designate as a Placeholder Variable
◼Click on the Placeholder Variables icon
◼Enter the Placeholder Token (Ex: "POINT OF CONTACT")
◼Click Insert

NOTE: You do not need to enter the close braces {{ }} when using the Placeholder Variables function in the Response editor




Using Placeholder Variables in Proposal Responses:


In order for the Placeholder Variables to work when responding in a proposal, you will need to map the Placeholder Token to a Value on the Proposal Details screen.



NOTE: In order to work correctly, the Placeholder Token entered on this screen must match what you have used in your Knowledge Base entries exactly.

Now that the Placeholder Token has been mapped to the desired Value in the proposal, you can use a Knowledge Base entry that contains the Placeholder. The Token will pull in the unique Value you have specified in the Proposal Details.




IMPORTANT: Adding placeholder details to a proposal will update responses from that point forward. Updates will not occur retroactively. 





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