Global Variables - Usage Guide

Global Variables - Usage Guide

Using Variables in Zoho People

With Zoho People, you can use variables to add dynamic content to emails, letters, mail merge templates, and custom functions. Variables store commonly used values, such as company-specific details, and can be applied to various templates or functions. This helps save time and guarantee consistency. 

Click here to learn how to create, edit, and delete variables and variable groups.

Using Variables in Email/Letter Templates

Example Use Case

You frequently send out verification or approval emails that require attaching company details, such as address proof, employee ID, or company contact information. Using variables, you can avoid manually updating each email template and ensure that the correct information is updated automatically. 

Steps to use variables:
  1. Create the required variable. Learn more.
  2. Go to Settings > Select a service.
  3. Navigate to the Automation tab.
  4. Under Templates, select Email Templates or Letter Templates.


  5. Click Add Email Template (or Add Letter Template) to create a new template.
  6. Enter the Form name and Email template name.
  7. Under Message, click Available merge fields and select Global Variables.


  8. In the Select Field dropdown, choose the required variable.


  9. Click Insert to add it to your template.


  10. Click Save.

Using Variables in Mail Merge Templates

Example Use Case

You need to generate company letters or official documents that include standard details like the company URL, contact email, or address. By mapping variables in a mail merge template, you can ensure that the document is always up to date, eliminating the need to manually edit whenever company details change.

Steps to use variables:
  1. Create the required variable. Learn more.
  2. Go to Settings > Select a service.
  3. Navigate to the Automation tab.
  4. Under Templates, select Mail Merge Templates.


  5. Click Add Template or edit an existing template.
  6. Enter the Form name, Template name, and Document name.
  7. Select any one template in the given mail merge template gallery.
  8. In the Manage Fields section, the available variables will be listed.


  9. Select the required variable to map it in your template. 
  10. Click Done.

Using Variables in Custom Function Parameters

Example use case

You need to create custom functions that automate actions such as updating employee details or sending reminders. Using variables to store information like company URLs or email addresses, your function can run automatically without needing manual updates every time the value changes.

Steps to use variables:
  1. Create the required variable. Learn more.
  2. Go to Settings > Select a service.
  3. Navigate to the Automation tab.
  4. Under Actions, select Custom Functions.


  5. Click Add Custom Function or edit an existing one.
  6. Enter the Form name and Custom function name.


  7. Click Edit Parameters.

  8. Enter the Method name.
  9. Select Global Variables in the parameters box.
  10. Choose the required variable to map it as a parameter for your custom function.
  11. Once mapped, the variable will automatically be used whenever the function is triggered.
Info
The same variable can be reused across email templates, letter templates, mail merge templates, and custom functions. improving efficiency and data accuracy.