About Variables
Hiro understands and can translate a wide range of variables that are typed into a Microsoft Word docx file. Hiro does not perform any styling; it respects the existing formatting and styling of the document as it was uploaded, and simply replaces variables it finds throughout a document with translated values each time a template is generated.
To place a variable in a template docx file, type the variable name in the location within your Word document you want translated text to appear, surrounded by the tilde (~) symbol. For example, a block of text in your docx file might look like:
Dear ~individual_givenname~,
Variables are single words separated by underscore (_) symbols. The word prior to the first underscore of the variable tells Hiro which section of Hiro to translate data from, and the second word/s after the underscore tell Hiro which specific piece of data to insert in that position.
When you insert multiple variables all using the first same word (e.g., "individual"), then Hiro recognises these variables as being for the same record. When you generate a new document from your template, you will be asked to enter a single contact from the Address Book, and all variables in the template document that commence with "individual" will be updated using the data from the contact you chose.
Example
Consider the following example where you want to generate a letter template. You want to insert the contact data for "Elroy Jetson" into the letter, who you know is linked to "Spacely Sprockets Pty Ltd" in the Address Book. The template docx file stored in Hiro has the following block of typed text near the top of the first page:
Attention: ~individual_name~
~individual_linkedcompany_name~
~individual_mailing_address~
~individual_mailing_suburb~ ~individual_mailing_state_abbreviation~ ~individual_mailing_postcode~
If you generate a new file using the Templates page for this template document, in the produced docx file, this text will be replaced to appear like follows:
Attention: Elroy Jetson
Spacely Sprockets Pty Ltd
PO Box 123
Brisbane QLD 4001
Data Sources in Hiro
The following table lists all the possible places data can be drawn from when placing variables into a docx file:
| Hiro Module | Variable Prefix before underscore | Type of item | Example variable in docx file | Example variable output |
|---|---|---|---|---|
| Address Book | contact | A contact of any type in the Address Book | ~contact_name~ | Spacely Sprockets Pty Ltd |
| company | A contact in the Address Book that is configured as a company type of contact. | ~company_abn~ | 50 085 301 015 | |
| individual | A contact in the Address Book that is configured as an individual type of contact. | ~individual_givenname~ | Elroy | |
| Project |
project | Allow the user to search for either an enquiry or a job for entering into template. | ~enquiry_number_prefixed~ | E1234 |
| enquiry | An enquiry (either active or rejected). | ~job_estate~ | Collingwood River Estate | |
| job | A job (either active or archived). | ~project_description~ | Full subdivision services | |
| User |
my | Currently logged in user, thus you will not be asked to specify a value for this variable type. | ~my_departmentname~ | Town Planning |
| user | Allow specifying a particular user in Hiro. | ~user_displayname~ | Fiona Ormond |
Full Variables List
Address Book
| Variable Type | Contacts of any Type | Individuals | Companies |
|---|---|---|---|
| Full name | contact_name | individual_name | company_name |
| Given name | contact_givenname | individual_givenname | |
| Surname | contact_surname | individual_surname | |
| Linked company's name | contact_linkedcompany_name | individual_linkedcompany_name | |
| Job Title | contact_title | individual_title | |
| Street Address | contact_street_address | individual_street_address | company_street_address |
| Street Suburb | contact_street_suburb | individual_street_suburb | company_street_suburb |
| Street State (Words) | contact_street_state | individual_street_state | company_street_state |
| Street State (Abbr.) - e.g. QLD | contact_street_state_abbreviation | individual_street_state_abbreviation | company_street_state_abbreviation |
| Street Postcode | contact_street_postcode | individual_street_postcode | company_street_postcode |
| Mailing Address | contact_mailing_address | individual_mailing_address | company_mailing_address |
| Mailing Suburb | contact_mailing_suburb | individual_mailing_suburb | company_mailing_suburb |
| Mailing State (Words) | contact_mailing_state | individual_mailing_state | company_mailing_state |
| Mailing State (Abbr.) - e.g., QLD | contact_mailing_state_abbreviation | individual_mailing_state_abbreviation | company_mailing_state_abbreviation |
| Mailing Postcode | contact_mailing_postcode | individual_mailing_postcode | company_mailing_postcode |
| Telephone | contact_telephone | individual_telephone | company_telephone |
| Fax | contact_facsimile | individual_facsimile | company_facsimile |
| Mobile | contact_mobile | individual_mobile | |
| Primary email address | contact_primaryemail | individual_primaryemail | company_primaryemail |
| Australian Business Number | contact_abn | individual_abn | company_abn |
| Australian Company Number | contact_acn | company_acn |
Projects
| Variable Type | Projects of any Type | Enquiries | Jobs |
|---|---|---|---|
| Project number with no prefix (only for enquiries, where "E" is removed from front) | project_number | enquiry_number | job_number |
| 💡 These three variables will always output "custom project numbers" if enabled on a project. | |||
| Project number with leading "E" for enquiries (no effect on jobs) | project_number_prefixed | enquiry_number_prefixed | |
| 💡 These two variables will always output "custom project numbers" if enabled on a project. | |||
| Fully formatted project title prefixed with project number | project_number_title | enquiry_number_title | job_number_title |
| Either the word "Job" or "Enquiry" | project_number_type | enquiry_number_type | job_number_type |
| Project summary description | project_description | enquiry_description | job_description |
| Full site address | project_fulladdress | enquiry_fulladdress | job_fulladdress |
| Local Government Area for project site address | project_lga | enquiry_lga | job_lga |
| Name of estate (if any) | project_estate | enquiry_estate | job_estate |
| Estate Stage if defined | project_estate_stage | enquiry_estate_stage | job_estate_stage |
| Name of billing entity | project_entity_name | enquiry_entity_name | job_entity_name |
| Billing entity's given name (for individuals) | project_entity_givenname | enquiry_entity_givenname | job_entity_givenname |
| Billing entity's surname (For individuals) | project_entity_surname | enquiry_entity_surname | job_entity_surname |
| Billing entity's telephone | project_entity_telephone | enquiry_entity_telephone | job_entity_telephone |
| Billing entity's fax | project_entity_facsimile | enquiry_entity_facsimile | job_entity_facsimile |
| Billing entity's mobile | project_entity_mobile | enquiry_entity_mobile | job_entity_mobile |
| Billing entity's primary email address | project_entity_primaryemail | enquiry_entity_primaryemail | job_entity_primaryemail |
| Billing entity's Australian Business Number | project_entity_abn | enquiry_entity_abn | job_entity_abn |
| Billing entity's Australian Company Number | project_entity_acn | enquiry_entity_acn | job_entity_acn |
Users
| Variable Type | Current User ("my") | Any Hiro User |
|---|---|---|
| Full name (both given name and surname) | my_displayname | user_displayname |
| Given name | my_givenname | user_givenname |
| Surname | my_surname | user_surname |
| Position Title | my_title | user_title |
| Department name | my_departmentname | user_departmentname |
| Branch name | my_branch_name | user_branch_name |
| Branch address | my_branch_address | user_branch_address |
| Branch suburb | my_branch_suburb | user_branch_suburb |
| Branch state (words) | my_branch_state | user_branch_state |
| Branch state (abbr.) e.g., QLD | my_branch_state_abbreviation | user_branch_state_abbreviation |
| Branch postcode | my_branch_postcode | user_branch_postcode |
| Home address | my_home_address | user_home_address |
| Home suburb | my_home_suburb | user_home_suburb |
| Home state (words) | my_home_state | user_home_state |
| Home state (abbr.) - e.g., QLD | my_home_state_abbreviation | user_home_state_abbreviation |
| Telephone number | my_telephonenumber | user_telephonenumber |
| Mobile phone number | my_mobile | user_mobile |
| Email address | my_emailaddress | user_emailaddress |