Understand merge fields in the Editor

Learn what merge fields are, how to add them to documents, and how they pull data from your CRM or GetAccept.

April 23, 2026

What Are Merge Fields?

Merge fields are dynamic placeholders that automatically populate with data from your CRM, GetAccept account, or document metadata. Instead of manually typing the same information into every document, merge fields pull real-time data, like a recipient's name, company, or the document send date, and insert it automatically. This saves time, reduces errors, and ensures every document is personalized without extra work.

Merge fields appear as blue text in your Editor blocks, distinguishing them from regular static text. The blue color signals that the field is linked to a live data source and will update when that data changes.

How to Add a Merge Field

Merge fields can only be added to Editor blocks, not to uploaded PDFs or other block types. To add a merge field to your document:

1. Open an Editor block (text, heading, or any content block that accepts text).
2. Position your cursor where you want the merge field to appear.
3. Look for the formatting toolbar above the text editor and click the Merge Tag icon (it looks like curly braces or a dynamic symbol).
4. A dropdown menu appears showing available merge fields organized by category (Recipient, Sender, Document, Entity, etc.).
5. Select the field you want to insert. The merge field appears as blue text in your block.
6. Save your document.

When a recipient opens the document, the blue merge field automatically displays the actual data. For example, ##{{recipient.first_name}} becomes "Sarah" if the recipient's name is Sarah.

Understanding Blue Merge Fields vs Static Text

Merge fields are always displayed in blue to help you quickly identify which content is dynamic. This visual distinction is important because blue fields behave differently from regular text:

• Blue merge fields, linked to a data source; update automatically when source data changes; cannot be edited as text (must be replaced or removed).
• Static text, regular black text; manually typed; does not change; not connected to any data source.

You can mix blue merge fields and static text in the same block. For example: "Welcome, ##{{recipient.first_name}}! Your proposal from ##{{entity.name}} is attached."

Editing and Customizing Merge Fields

To edit a merge field after adding it:

1. Click directly on the blue merge field text.
2. The Field Editor panel opens on the right side.
3. From here, you can replace the current merge field with a different one by clicking the Merge Tag icon again and selecting a new field.
4. You can also set a fallback value, text that appears if the data source is empty or missing.
5. Click outside the field or press Enter to apply your changes.

Available Merge Field Categories

GetAccept provides merge fields from two sources: your CRM (if connected) and GetAccept's built-in data.

CRM Merge Fields

If you've connected a CRM like Salesforce, HubSpot, Microsoft Dynamics, or Pipedrive, merge fields pull data from these sources:

• Recipient, ##{{recipient.first_name}}, ##{{recipient.last_name}}, ##{{recipient.fullname}}, ##{{recipient.email}}, ##{{recipient.title}}, ##{{recipient.mobile}}, ##{{recipient.company_name}}
• Sender, ##{{sender.first_name}}, ##{{sender.last_name}}, ##{{sender.email}}, ##{{sender.title}}, ##{{sender.phone}}, ##{{sender.mobile}}
• Company/Account, ##{{company.name}}, custom company fields from your CRM
• Related Objects, data from parent records like opportunities, deals, or contacts
• Custom Fields, any custom properties you've set up in your CRM, if they've been mapped to GetAccept

GetAccept Merge Fields

These fields are built into GetAccept and work without requiring a CRM connection:

• Date Variables, ##{{date.iso}}, ##{{date.short}}, ##{{date.long}}, ##{{date.yyyy}}
• Document Variables, ##{{document.name}}, ##{{document.value}}, ##{{document.send_date}}, ##{{document.expiration_date}}, ##{{document.url}}, ##{{document.unique_id}}
• Entity Variables, ##{{entity.name}}, ##{{entity.currency}}
• Sender Variables, ##{{sender.first_name}}, ##{{sender.last_name}}, ##{{sender.email}}, ##{{sender.title}}, ##{{sender.phone}}, ##{{sender.mobile}}

For a comprehensive list of all available merge fields, see the Merge Variable List article.

Fallback Values: What Happens When Data is Missing

Sometimes the data source for a merge field is empty. To set a fallback value:

1. Click the blue merge field.
2. In the Field Editor panel, locate the Fallback Value field.
3. Enter static text that should appear if the merge field's data source is empty.
4. Save your changes.

If you don't set a fallback value and the data is missing, the merge field displays as blank or shows the raw merge tag code ##{{field.name}}.

Important: Use only plain text as fallback values.

Converting Merge Fields to Static Text

If you want to replace a blue merge field with permanent, static text:

1. Click the blue merge field to open the Field Editor.
2. Select and copy the fallback value.
3. Delete the merge field.
4. Paste or type the static text in its place.

Best Practices for Merge Fields

• Use merge fields for personalization.
• Set fallback values for optional data.
• Test before sending.
• Use static text for legal boilerplate.
• Limit merge fields to Editor blocks.
• Review fallback values regularly.

Merge Fields in Editor Blocks Only

Merge fields are fully supported in Editor blocks. However, they are not supported in uploaded PDF documents.