Account Values

Account Values are pieces of information you store once and insert by name wherever field tokens are supported: task instructions, emails, and documents. Change the value in one place and every process that uses it picks up the new version.

A value can be a formatted block of text, like a standard disclaimer or an email signature, or a single piece of information you would otherwise retype in a dozen templates, like a support email address, a customer portal link, or a phone number. An Account Value can itself contain field tokens, so it fills in with each process’s own details when it is used.

The =TASKREPORT function uses an Account Value as the layout for each task in its generated report.

Account Values are managed under Administration > Documents > Account Values. The list shows each value’s Account Value Name, Type, Modified Date, and Created Date.

Create an Account Value

1. Click New Account Value

2. Enter the Account value name. This is the name you will look for in the field token list, so make it something you will recognize

3. Choose the Value type:

   • Rich Text opens the full editor, for signatures, disclaimers, and anything that needs formatting
   • Plain Text, Email Address, URL, and Number each give you a single line box suited to that kind of value

4. Enter the value. In Rich Text, use the field token tools to insert placeholders that fill in with live process values wherever the value is used

5. Click the Save icon

Tip

Pick the type that matches the information. A URL stored as Rich Text can arrive with hidden formatting attached when it is used somewhere that expects plain text, such as a text message. Choosing URL keeps it clean everywhere.

Note

The field token tools live in the rich text editor. The single line types are for fixed information, like an address or a link, so they have no token picker. A token typed there by hand has to match a token name exactly, which is why the picker exists.

Use an Account Value

Wherever field tokens are available, insert the token named Account Value: followed by the value’s name. When the text renders (in a task, an email, a document), the token is replaced with the value’s content, converted to suit wherever it lands.

Change the type of an existing value

You can switch a value’s type at any time. The content you already saved is kept exactly as it is, so switching a Rich Text value to a plain type shows you the underlying formatting markup, which you can then tidy up by hand. Nothing is lost: switching back to Rich Text displays it as it was.

To remove values, select them in the list and use the delete button.