Security Note: These Settings Require Administrative Access
To access the System Settings views, your 25Live user must be in the System Administrator (-1) security group. If you would like any of the described settings changed for your instance of 25Live, contact your 25Live administrator.
About Document Variables
Document Management allows 25Live administrators to create custom documents (like contracts) with a header, body, and footer. After they're created, they can be printed with events using the More Actions section in the Event Details view or included in emails.
Image: Special document variables are available for custom documents.
Note: Event Save Email Templates Also use Variables
Check out the following article for more information: Event Save Email Template Variable Reference and Examples
Document Variables
The variables below are found in the Document Variables dropdown menus.
Each variable can be typed directly from the list below or selected from the expanded Document Variables section within the application. To find a variable, search for a data field in one of the dropdown menus and select its name. Once a variable is selected, you may click on its text to copy it to your clipboard. Paste this text into the body of your document.
Image: Document Variables section of the Create New Document window.
Note: Pre-Save Variables
Most variables are based on an event's details after any changes are saved. But some come in two forms:
- a normal form, such as {{$pro.vars.eventName}}
- a "pre-save" form, such as {{$pro.vars.preEventName}} (indicated by "pre")
These "pre-save" variables will display event details that were in place before any changes were saved to it. These variables can be useful if you want a document to reference previous information.
Take care to distinguish between "pre-save" variables and "preference" variables, which look similar:
- Preference variables include "pref" in the name and include lists of location or resource preferences (such as appear in drafts or requests) instead of actual assignments
Standard Event Variables
Note: Table Output Appearance May Differ
The alignment and appearance output of tables in 25Live Pro looks similar to the example image below.
Image: Example output of $pro.vars.occurrencesWithLocationsString variable.
Title | Variable | Example Output | |||||||||||||||||||||||||||||||||||
Event ID | {{$pro.vars.eventId}} | 188073 Returns the system ID of the event, as seen in the event URL. | |||||||||||||||||||||||||||||||||||
---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
Event Link | {{$pro.vars.eventLink}} | <a href="https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details "target="_blank">Event Details</a> Note: Do not use the event link in the Subject field, which does not support HTML tags. | |||||||||||||||||||||||||||||||||||
Event URL | {{$pro.vars.eventUrl}} | https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details | |||||||||||||||||||||||||||||||||||
Event Reference | {{$pro.vars.eventLocator}} | 2023-AAZHLW | |||||||||||||||||||||||||||||||||||
Event Name | {{$pro.vars.eventName}} {{$pro.vars.preEventName}} | Test Event | |||||||||||||||||||||||||||||||||||
Event Title | {{$pro.vars.eventTitle}} {{$pro.vars.preEventTitle}} | Test Title | |||||||||||||||||||||||||||||||||||
Version Number | {{$pro.vars.versionNumber}} {{$pro.vars.preVersionNumber}} | Possible values:
| |||||||||||||||||||||||||||||||||||
Event Type ID | {{$pro.vars.eventTypeId}} {{$pro.vars.preEventTypeId}} | 51 | |||||||||||||||||||||||||||||||||||
Event Type Name | {{$pro.vars.eventTypeName}} {{$pro.vars.preEventTypeName}} | Meeting | |||||||||||||||||||||||||||||||||||
Event Description | {{$pro.vars.description}} | Test Description | |||||||||||||||||||||||||||||||||||
Internal Notes | {{$pro.vars.internalNote}} | Internal notes | |||||||||||||||||||||||||||||||||||
Confirmation Notes | {{$pro.vars.confirmationNote}} | Confirmation notes | |||||||||||||||||||||||||||||||||||
Comments | {{$pro.vars.comment}} | Comment text | |||||||||||||||||||||||||||||||||||
Expected Head Count | {{$pro.vars.expectedCount}} {{$pro.vars.preExpectedCount}} | 12 | |||||||||||||||||||||||||||||||||||
Registered Head Count | {{$pro.vars.registeredCount}} {{$pro.vars.preRegisteredCount}} | 10 | |||||||||||||||||||||||||||||||||||
Event State ID | {{$pro.vars.state}} {{$pro.vars.preState}} | Possible values:
| |||||||||||||||||||||||||||||||||||
Event State Name | {{$pro.vars.stateName}} {{$pro.vars.preStateName}} | Tentative | |||||||||||||||||||||||||||||||||||
Requestor Email | {{$pro.vars.requesterEmail}} {{$pro.vars.requestorEmail}} {{$pro.vars.preRequesterEmail}} | smith.john@school.edu Note: Both spellings of the variable are allowed. | |||||||||||||||||||||||||||||||||||
Scheduler Email | {{$pro.vars.schedulerEmail}} {{$pro.vars.preSchedulerEmail}} | smith.jane@school.edu | |||||||||||||||||||||||||||||||||||
Current Contact Name | {{$pro.vars.currentContactName}} {{$pro.vars.preCurrentContactName}} | Jane Smith | |||||||||||||||||||||||||||||||||||
Primary Org ID | {{$pro.vars.primaryOrganization.itemId}} {{$pro.vars.prePrimaryOrganization.itemId}} | 71 | |||||||||||||||||||||||||||||||||||
Primary Org Name | {{$pro.vars.primaryOrganization.itemName}} {{$pro.vars.prePrimaryOrganization.itemName}} | ATHLETICS | |||||||||||||||||||||||||||||||||||
Primary Org Title | {{$pro.vars.primaryOrganization.itemTitle}} {{$pro.vars.prePrimaryOrganization.itemTitle}} | Athletics Department | |||||||||||||||||||||||||||||||||||
Primary Org Type | {{$pro.vars.primaryOrganization.type}} {{$pro.vars.prePrimaryOrganization.type}} |
| |||||||||||||||||||||||||||||||||||
Primary Org Rating | {{$pro.vars.primaryOrganization.rating}} {{$pro.vars.prePrimaryOrganization.rating}} | Good | |||||||||||||||||||||||||||||||||||
Primary Org Account Number | {{$pro.vars.primaryOrganization.accountNumber}} {{$pro.vars.prePrimaryOrganization.accountNumber}} | 735 | |||||||||||||||||||||||||||||||||||
Event Creation Date | {{$pro.vars.dates.creationDateString}} {{$pro.vars.preDates.creationDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Event Creation Date and Time | {{$pro.vars.dates.creationDateTimeString}} {{$pro.vars.preDates.creationDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Event Creation Time | {{$pro.vars.dates.creationTimeString}} {{$pro.vars.preDates.creationTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Current Local Date | {{$pro.vars.dates.currentLocalDateString}} {{$pro.vars.preDates.currentLocalDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Current Local Date and Time | {{$pro.vars.dates.currentLocalDateTimeString}} {{$pro.vars.preDates.currentLocalDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Current Local Time | {{$pro.vars.dates.currentLocalTimeString}} {{$pro.vars.preDates.currentLocalTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Last Edit Date | {{$pro.vars.dates.lastModDateString}} {{$pro.vars.preDates.lastModDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Last Edit Date and Time | {{$pro.vars.dates.lastModDateTimeString}} {{$pro.vars.preDates.lastModDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Last Edit Time | {{$pro.vars.dates.lastModTimeString}} {{$pro.vars.preDates.lastModTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Setup Date | {{$pro.vars.dates.eventSetupDateString}} {{$pro.vars.preDates.eventSetupDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Setup Date and Time | {{$pro.vars.dates.eventSetupDateTimeString}} {{$pro.vars.preDates.eventSetupDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Setup Time | {{$pro.vars.dates.eventSetupTimeString}} {{$pro.vars.preDates.eventSetupTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Pre-Event Date and Time | {{$pro.vars.dates.preEventDateTimeString}} {{$pro.vars.preDates.preEventDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Pre-Event Time | {{$pro.vars.dates.preEventTimeString}} {{$pro.vars.preDates.preEventTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Start Date | {{$pro.vars.dates.eventStartDateString}} {{$pro.vars.preDates.eventStartDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Start Date and Time | {{$pro.vars.dates.eventStartDateTimeString}} {{$pro.vars.preDates.eventStartDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Start Time | {{$pro.vars.dates.eventStartTimeString}} {{$pro.vars.preDates.eventStartTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
End Date | {{$pro.vars.dates.eventEndDateString}} {{$pro.vars.preDates.eventEndDateString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
End Date and Time | {{$pro.vars.dates.eventEndDateTimeString}} {{$pro.vars.preDates.eventEndDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
End Time | {{$pro.vars.dates.eventEndTimeString}} {{$pro.vars.preDates.eventEndTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Post-Event Date | {{$pro.vars.dates.postEventDateString}} {{$pro.vars.preDates.postEventDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Post-Event Date and Time | {{$pro.vars.dates.postEventDateTimeString}} {{$pro.vars.preDates.postEventDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Post-Event Time | {{$pro.vars.dates.postEventTimeString}} {{$pro.vars.preDates.postEventTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Takedown Date | {{$pro.vars.dates.eventTakedownDateString}} {{$pro.vars.preDates.eventTakedownDateString}} | Wed Jan 27 2024 | |||||||||||||||||||||||||||||||||||
Takedown Date and Time | {{$pro.vars.dates.eventTakedownDateTimeString}} {{$pro.vars.preDates.eventTakedownDateTimeString}} | Wed Jan 27 2024 3:10 pm | |||||||||||||||||||||||||||||||||||
Takedown Time | {{$pro.vars.dates.eventTakedownTimeString}} {{$pro.vars.preDates.eventTakedownTimeString}} | 3:10 pm | |||||||||||||||||||||||||||||||||||
Setup Duration | {{$pro.vars.durations.setup}} {{$pro.vars.preDurations.setup}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Pre-Event Duration | {{$pro.vars.durations.preEvent}} {{$pro.vars.preDurations.preEvent}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Event Duration | {{$pro.vars.durations.event}} {{$pro.vars.preDurations.event}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Post-Event Duration | {{$pro.vars.durations.postEvent}} {{$pro.vars.preDurations.postEvent}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Takedown Duration | {{$pro.vars.durations.takedown}} {{$pro.vars.preDurations.takedown}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Pre-Event to Post-Event Duration | {{$pro.vars.durations.preToPost}} {{$pro.vars.preDurations.preToPost}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Setup to Takedown Duration | {{$pro.vars.durations.setupToTakedown}} {{$pro.vars.preDurations.setupToTakedown}} | 1 Hour, 30 Minutes | |||||||||||||||||||||||||||||||||||
Occurrence Table | {{$pro.vars.occurrencesString}} {{$pro.vars.preOccurrencesString}} |
| |||||||||||||||||||||||||||||||||||
Occurrence List | {{$pro.vars.occurrencesStringCSV}} {{$pro.vars.preOccurrencesStringCSV}} | ||||||||||||||||||||||||||||||||||||
Occurrence and Location Table | {{$pro.vars.occurrencesWithLocationsString}} {{$pro.vars.preOccurrencesWithLocationsString}} |
| |||||||||||||||||||||||||||||||||||
Occurrence and Resource Table | {{$pro.vars.occurrencesWithResourcesString}} {{$pro.vars.preOccurrencesWithResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Occurrence Location Resource Table | {{$pro.vars.occurrencesWithLocationsAndResourcesString}} {{$pro.vars.preOccurrencesWithLocationsAndResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Location Table | {{$pro.vars.locationsString}} {{$pro.vars.preLocationsString}} |
| |||||||||||||||||||||||||||||||||||
Location List | {{$pro.vars.locationsStringCSV}} {{$pro.vars.preLocationsStringCSV}} | ||||||||||||||||||||||||||||||||||||
Resource Table | {{$pro.vars.resourcesString}} {{$pro.vars.preResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Resource List | {{$pro.vars.resourcesStringCSV}} {{$pro.vars.preResourcesStringCSV}} | ||||||||||||||||||||||||||||||||||||
Pref Occurrence and Location Table | {{$pro.vars.prefOccurrencesWithLocationsString}} {{$pro.vars.prePrefOccurrencesWithLocationsString}} |
| |||||||||||||||||||||||||||||||||||
Pref Occurrence and Resource Table | {{$pro.vars.prefOccurrencesWithResourcesString}} {{$pro.vars.prePrefOccurrencesWithResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Pref Occurrence Location Resource Table | {{$pro.vars.prefOccurrencesWithLocationsAndResourcesString}} {{$pro.vars.prePrefOccurrencesWithLocationsAndResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Pref Location Table | {{$pro.vars.prefLocationsString}} {{$pro.vars.prePrefLocationsString}} |
| |||||||||||||||||||||||||||||||||||
Pref Location List | {{$pro.vars.prefLocationsStringCSV}} {{$pro.vars.prePrefLocationsStringCSV}} | ARTS 101, ARTS 103, ARTS 105 | |||||||||||||||||||||||||||||||||||
Pref Resource Table | {{$pro.vars.prefResourcesString}} {{$pro.vars.prePrefResourcesString}} |
| |||||||||||||||||||||||||||||||||||
Pref Resource List | {{$pro.vars.prefResourcesStringCSV}} {{$pro.vars.prePrefResourcesStringCSV}} | AV - MAC, AV - Projector, AV - PC | |||||||||||||||||||||||||||||||||||
Current Group ID | {{$pro.vars.currentGroupId}} | -1 Returns the security group ID of the user editing the event. | |||||||||||||||||||||||||||||||||||
Home URL | {{$pro.vars.homeUrl}} | The URL of your 25Live instance. |
Event Roles
Before you can select an Event Role contact variable, you'll need to choose a value from the Event Roles dropdown.
Then, select the variable format for the contact role.
Tip: Most Common Contact Roles
These are the IDs of the most common contact roles in 25Live:
Event Requestor:
-1
Event Scheduler:
-2
Contact Role Variables
To use the event role variables, replace the italicized text with the system ID for the contact role. If you need the IDs, see Finding Object IDs in 25Live for more information.
Title | Variable | Example Output |
---|---|---|
Contact ID | {{$pro.vars.roleContactId.-2}} | 542 |
Full Name | {{$pro.vars.roleContactName.ID}} {{$pro.vars.preRoleContactName.ID}} | Mozart, Wolfgang A. |
First Name | {{$pro.vars.roleContactFirst.ID}} {{$pro.vars.preRoleContactFirst.ID}} | Wolfgang |
Last Name | {{$pro.vars.roleContactLast.ID}} {{$pro.vars.preRoleContactLast.ID}} | Mozart |
Middle Name | {{$pro.vars.roleContactMiddle.ID}} {{$pro.vars.preRoleContactMiddle.ID}} | Amadeus |
{{$pro.vars.roleContactEmail.ID}} | name@school.edu | |
Address | {{$pro.vars.roleContactAddr.ID}} {{$pro.vars.preRoleContactAddr.ID}} | 123 Work St. Portland OR 97205 |
Phone | {{$pro.vars.roleContactPhone.ID}} {{$pro.vars.preRoleContactPhone.ID}} | (503) 555-0091 |
Fax | {{$pro.vars.roleContactFax.ID}} {{$pro.vars.preRoleContactFax.ID}} | (503) 555-0091 |
Custom Attributes
To use the custom attribute variables, replace the italicized text with the system ID for the custom attribute. If you need the IDs, see Finding Object IDs in 25Live for more information.
Title | Variable | Example Use |
---|---|---|
(Choose from your available custom attributes) | {{$pro.vars.customAttributes.ID}} {{$pro.vars.preCustomAttributes.ID}} | {{$pro.vars.customAttributes.23}} |
Formattable Date Variables
While some of these variables are found in the Standard Event Variables menu, the most accurate and convenient way to retrieve date/time variables is to open the Formattable Date Variables section to generate the exact variables you need that match the example shown.
Each of these date variables offers a Format choice to choose one of many standard date/time formats from a dropdown menu. The examples below show the variable with the shorthand date and time (M/d/yy, h:mm a)
To manually format a date variable, choose one of the date values below and add the desired date code after a pipe bar | character.
Example: {{$pro.vars.dates.eventstartDate | short}}
Title | Modification | Variable (with a format option chosen) |
---|---|---|
Creation Date | Choose Format | {{$pro.vars.dates.creationDate | short}} |
Current Local Date | Choose Format | {{$pro.vars.dates.currentLocalDate | short}} |
Last Edit Date | Choose Format | {{$pro.vars.dates.lastModDate | short}} |
Setup Date | Choose Format | {{$pro.vars.dates.eventSetupDate | short}} |
Pre-Event Date | Choose Format | {{$pro.vars.dates.preEventDate | short}} |
Event Start Date | Choose Format | {{$pro.vars.dates.eventStartDate | short}} |
Event End Date | Choose Format | {{$pro.vars.dates.eventEndDate | short}} |
Post Event Date | Choose Format | {{$pro.vars.dates.postEventDate | short}} |
Takedown Date | Choose Format | {{$pro.vars.dates.eventTakedownDate | short}} |
Date and Time Format Options
Title | Variable Text | Example Output |
M/d/yy, h:mm a | short | 6/15/23, 9:03 AM |
---|---|---|
MMM d, y, h:mm:ss a | medium | Jun 15, 2023, 9:03:01 AM |
MMMM d, y, h:mm:ss a z | long | June 15, 2023 at 9:03:01 AM GMT+1 |
EEEE, MMMM d, y, h:mm:ss a zzzz | full | Monday, June 15, 2023 at 9:03:01 AM GMT+01:00 |
M/d/yy | shortDate | 6/15/23 |
MMM d, y | mediumDate | Jun 15, 2023 |
MMMM d, y | longDate | June 15, 2023 |
EEEE, MMMM d, y | fullDate | Monday, June 15, 2023 |
h:mm a | shortTime | 9:03 AM |
h:mm:ss a | mediumTime | 9:03:01 AM |
h:mm:ss a z | longTime | 9:03:01 AM GMT+1 |
h:mm:ss a zzzz | fullTime | 9:03:01 AM GMT+01:00 |
Table Builder
The Table Builder and dropdown allows you to organize data more data easily, without having to create tables manually. To create a table, make a table selection from the Table Builder dropdown menu.
Table Options:
|
The table selection will populate data that will represent columns once your table is generated. Each column will have a Column Name, a Variable, and occasionally a Format option.
The number of columns generated by default will depend on the number of available variables for the table type selected. For example, the Related Events table (pictured below) has five variable options (ID, Event Name, Event Title, Start Date, & End Date) so a column is populated for each of them.
- Select your Column Name, Variable, and Format values
- Each Column Name populates with a default label that matches the associated variable; these labels can be edited.
- The variables available in the Variable dropdowns are specific to the table type selected.
- When a formattable date variable is selected, use the Format dropdown to choose the date and time structure of that variable.
- The table builder also features a Width of the column relative to other columns. All of these values are added together and the relative width of any individual column is its value divided by the sum.
- Add Columns or Delete columns as needed.
- Once you've made your selections, copy and paste the variable output into your template/document.
Examples (Click to Expand)
Example Table Configurations:
Example Table Preview:
List Builder
The List Builder and dropdown allows you to organize data more data easily, without having to create lists manually. To create a table, make a table selection from the List Builder dropdown menu.
![]() | List Options:
|
- Next, choose a Variable from the dropdown. These options will depend on your List Builder selection.
- Copy and paste the variable into your template/document.
Examples (Click to Expand)
Example List Configurations:
Example List Preview:
Document Management General Variables
These variables are designed to produce tables that can be inserted into event contracts and other documents.
Most variables have an alternate version with "related" in their name. These produce similar outputs but include data from all related events.
Title | Variable | Example Output |
---|---|---|
Location & Resource Related Occurrence Table | Location & Resource Occurrence Tables {{ws.SpaceLongResourceOccurrenceTable}} {{ws.SpaceLongResourceOccurrenceNoRsrvTimeTable}} {{ws.SpaceShortResourceOccurrenceTable}} {{ws.SpaceShortResourceOccurrenceRsrvTimeTable}} Location & Resource Related Occurrence Tables {{ws.SpaceLongResourceRelatedOccurrenceTable}} {{ws.SpaceLongResourceRelatedOccurrenceNoRsrvTimeTable}} {{ws.SpaceShortResourceRelatedOccurrenceTable}} {{ws.SpaceShortResourceRelatedOccurrenceNoRsrvTimeTable}} | Displays the short/formal name of each location assigned to each event occurrence as well as each resource. NoRsrvTime - No start/end times included SpaceLong - Formal name Occurrence details are displayed in chronological order by the event start date/time.
|
Requirements Table | {{ws.ServicesTable}} | Shows a list of requirements for the event as well as the requirement's quantity and comments.
|
Organization Table | {{ws.EventOrganizationListTable}} | College of Performance, Art, and Langs, ARTH |
Organization Billing Address | {{ws.PrimaryOrgBillingAddr}} | 456 NE Broadway Street Happy Valley California 97008 |
Organization Administrative Address | {{ws.PrimaryOrgAdminAddr}} | 123 NE Broadway Street Happy Valley California 97008 |
Confirmation Text | {{ws.EventConfirmationTextTable}} | |
Event Comments | {{ws.EventCommentsTable}} | Comment: Registration closes on September 5th. |
Related Events | {{ws.RelatedEventListTable}} | Shows a list of all the related events in addition to the event which triggers the document.![]() Click to Expand
|
Page Number | {{ws.PageNum}} | |
Occurrence Attendees | {{ws.OccurrenceAttendeeTable}} | ![]() Click to Expand
|
Occurrence Attendees by Status | {{ws.OccurrenceAttendeeByStatusTable}} | ![]() Click to Expand
|
Location, Layouts, Instructions | {{ws.rsrv.LocationNameLayoutInst}} | ![]() Click to Expand
|
Formal Location, Layouts, Instructions | {{ws.rsrv.FormalNameLayoutInst}} | ![]() Click to Expand
|
Location Layouts | Instructions | {{ws.rsrv.LocationNameLayout_Inst}} | ![]() Click to Expand
|
Formal Location, Layouts | Instructions | {{ws.rsrv.FormalNameLayout_Inst}} | ![]() Click to Expand
|
Time, Locations | {{ws.rsrv.TimesLocationTable}} | ![]() Click to Expand
|
Related Times, Locations | {{ws.rsrv.RelatedTimesLocationTable}} | ![]() Click to Expand
|
Times, Formal Location | {{ws.rsrv.TimesFormalTable}} | ![]() Click to Expand
|
Document Event Variables
These items are only available if you chose "Event Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document.
Title | Variable | Example Output and Notes |
---|---|---|
Grand Total | {{ws.EventPricingGrandTotal}} | $3,167.80 (Dollar amount.) |
Pricing Date | {{ws.EventPricingDate}} | Jan 27 2021 |
Tax Total | {{ws.TaxTotal}} | $50.00 (Dollar amount.) |
Resource Total Charge | {{ws.RsrcChargeTotal}} | $50.00 (Dollar amount.) |
Location Total Charge | {{ws.LocationChargeTotal}} | $50.00 (Dollar amount.) |
Billing Details | {{ws.EventBillingDetailsTable}} | Includes all the relevant billing information including the billing item name, list price, adjustments and totals.
|
Billing Details Include Zeros | {{ws.EventBillingDetailsZeroTable}} | ![]() Click to Expand
|
Billing Hours | {{ws.EventBillingDetailsShowHoursTable}} | ![]() Click to Expand
|
Invoice Details | {{ws.InvoiceDetailsTable}} | ![]() Click to Expand
(List of billing items for the event.) |
Invoice Details Include Zeros | {{ws.InvoiceDetailsZeroTable}} | ![]() Click to Expand
|
Document Related Event Variables
These items are only available if you chose "Event Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document.
Title | Variable | Example Output and Notes |
---|---|---|
Related Location Total Charge | {{ws.RelatedEventLocationChargeTotal}} | $871.20 |
Related Resource Total Charge | {{ws.RelatedEventRsrcChargeTotal}} | $23,586.80 |
Related Total Tax | {{ws.RelatedEventTaxTotal}} | $2,098.00 |
Related Invoice Details Include Zeros | {{ws.RelatedInvoiceDetailsZeroTable}} | ![]() Click to Expand
|
Related Event Billing Details | {{ws.RelatedEventBillingDetailsTable}} | ![]() Click to Expand
(List of billing items for the event.) |
Related Event Billing Details Include Zeros | {{ws.RelatedEventBillingDetailsZeroTable}} | |
Related Event Billing Hours | {{ws.RelatedEventBillingDetailsShowHoursTable}} | ![]() Click to Expand |
Related Invoice Details | {{ws.RelatedInvoiceDetailsTable}} | ![]() Click to Expand
(List of billing items for the event.) |
Related Event Grand Total | {{ws.RelatedEventPricingGrandTotal}} | $331.20 Pricing total for all related events, formatted as currency. |
Related Event Requirements | {{ws.RelatedEventServicesTable}} | ![]() Click to Expand
|
Related Event Comments | {{ws.RelatedEventCommentsTable}} | ![]() Click to Expand
|
Related Event Table | {{ws.RelatedEventListTable}} | ![]() Click to Expand
|
Document Organization Variables
Title | Variable | Example Output |
Account Number | {{ws.EventOrgAccountNumber}} | 671 761 |
Admin Address | {{ws.EventOrgAdminAddress}} | 123 Admin St. Portland OR 97205 |
Billing Address | {{ws.EventOrgBillingAddress}} | 123 Billing St. Portland OR 97205 |
Invoice Address | {{ws.EventOrgInvoiceAddress}} | 123 Invoice St. Portland OR 97205 |
Organization Name | {{ws.EventOrgName}} | CollegeNET |
Organization Title | {{ws.EventOrgTitle}} | CollegeNET, Inc. |
Organization Custom Attributes
Title | Variable | Example Use |
(Choose from your available custom attributes) | {{ws.org.CustomAttribute.ID}} | {{ws.org.CustomAttribute.18}} |
Document Reservation Variables
These items are only available if you chose "Reservation Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document.
Value | Variable | Example Output |
---|---|---|
Reservation Id | {{ws.rsrv.r25:reservation_id}} | 257955 |
Reservation State | {{ws.rsrv.r25:reservation_state}} | 1 |
Segment Id | {{ws.rsrv.r25:profile_id}} | 58619 |
Segment Name | {{ws.rsrv.r25:profile_name}} | Rsrv_58619 |
Segment Description | {{ws.rsrv.r25:profile_description}} | Quarterly Dinner, June |
Segment Comments | {{ws.rsrv.r25:profile_comments}} | (Text of comments) |
Expected Count | {{ws.rsrv.r25:expected_count}} | 25 |
Registered Count | {{ws.rsrv.r25:registered_count}} | 23 |
Registration Url | {{ws.rsrv.r25:registration_url}} | https://25live.collegenet.com/pro/testinstance#!/home/event/21659/details |
Registration Label | {{ws.rsrv.r25:registration_label}} | June Quarterly Dinner |
Last Mod User | {{ws.rsrv.r25:last_mod_user}} | (25Live user name) |
Reservation Comments | {{ws.rsrv.r25:comments}} | (Text of comments) |
Reservation Attendee Count | {{ws.rsrv.r25:attendee_count}} | 12 |
Document Reservation Formattable Date Variables
These items are only available if you chose "Reservation Based" in the Choose the scope of the document dropdown menu when creating or editing your custom document. Each of these variables offers a Format choice to choose one of many standard date/time formats from a dropdown menu.
Value | Modification | Variable (with a format option chosen) |
---|---|---|
Reservation Start Date | Choose Format | {{ws.rsrv.r25:reservation_start_dt|short}} |
Pre Event Date | Choose Format | {{ws.rsrv.r25:pre_event_dt|short}} |
Event Start Date | Choose Format | {{ws.rsrv.r25:event_start_dt|short}} |
Event End Date | Choose Format | {{ws.rsrv.r25:event_end_dt|short}} |
Post Event Date | Choose Format | {{ws.rsrv.r25:post_event_dt|short}} |
Reservation End Date | Choose Format | {{ws.rsrv.r25:reservation_end_dt|short}} |
Last Mod Dt | Choose Format | {{ws.rsrv.r25:last_mod_dt|short}} |
Other Useful Variables
These variables are not found in the Document Variables dropdown menus but may still be useful in your document.
Resources
These options let you choose the formatting of the resource name, quantity, and instructions, to best suit your needs.
Variable | Example Output |
{{ws.rsrv.RsrcName_Inst-Cat.###,###,###}} {{ws.rsrv.RsrcName_Inst-ID.###,###,###}} {{ws.rsrv.RsrcName_Inst-ID.All}} | Resource name appears in row above the resource instructions.
|
{{ws.rsrv.RsrcNameQty_Inst-Cat.###,###,###}} {{ws.rsrv.RsrcNameQty_Inst-ID.###,###,###}} {{ws.rsrv.RsrcNameQty_Inst-ID.All}} | Resource Name and (quantity:###) appears in the row above the resource instructions.
|
{{ws.rsrv.RsrcName_Qty_Inst-Cat.###,###,###}} {{ws.rsrv.RsrcName_Qty_Inst-ID.###,###,###}} {{ws.rsrv.RsrcName_Qty_Inst-ID.All}} | Line breaks appear between each of the resource name, (quantity:###) and resource instructions.
|
{{ws.rsrv.RsrcQtyName_Inst-Cat.###,###,###}} {{ws.rsrv.RsrcQtyName_Inst-ID.###,###,###}} {{ws.rsrv.RsrcQtyName_Inst-ID.All}} | A row with columns for the resource quantity and resource name appear above the row with resource instructions.
|
{{ws.rsrv.RsrcQtyNameInst-Cat.###,###,###}} {{ws.rsrv.RsrcQtyNameInst-ID.###,###,###}} {{ws.rsrv.RsrcQtyNameInst-ID.All}} | A row with columns for the resource quantity and resource name and resource instructions.
|
{{ws.rsrv.RsrcNameQty-Cat.###,###,###}} {{ws.rsrv.RsrcNameQty-ID.###,###,###}} {{ws.rsrv.RsrcNameQty-ID.All}} | A single row with columns for the resource name followed by the quantity.
|
{{ws.rsrv.RsrcQtyName-Cat.###,###,###}} {{ws.rsrv.RsrcQtyName-ID.###,###,###}} {{ws.rsrv.RsrcQtyName-ID.All}} | A single row with columns for the resource quantity followed by the name.
|
Locations
These options let you choose the formatting of the location name, layout, date/time, and instructions, to best suit your needs.
Variable | Example Output |
{{ws.rsrv.LocationNameLayoutInst}} {{ws.rsrv.FormalNameLayoutInst}} | A row with columns for the location name and layout and location instructions.
|
{{ws.rsrv.LocationNameLayout_Inst}} {{ws.rsrv.FormalNameLayout_Inst}} | A row with columns for the location name and layout appear above the row with location instructions.
|
{{ws.rsrv.TimesLocationTable}} {{ws.rsrv.TimesFormalTable}} | A row is displayed for each occurrence in chronological order by the event start dateTime. If defined, values for the Setup start time, Pre-Event start time and Takedown start time are displayed. Each row will show the Event Start and End times as well as the assigned Location. If multiple locations are assigned to the reservation occurrence, a comma-separated list of location names are provided.![]() Click to Expand
|
Event Registration
Value | Variable | Example Output |
---|---|---|
Attendee Table by Occurrence | {{ws.OccurrenceAttendeeTable}} |
|
Attendee Table by Occurrence by Status | {{ws.OccurrenceAttendeeByStatusTable}} |
|
Note: Pre-Save Variables
Take care to distinguish between "pre-save" variables and "preference" variables which look similar:
- Pre-save variables include "pre" in the name and include the event's details before changes were saved
- Preference variables include "pref" in the name and include lists of location or resource preferences (such as appear in drafts or requests) instead of actual assignments
Organization and Contact Details
These variables return details about organizations attached to an event as well as contacts (such as Billing Contacts) for those organizations.
To use them, replace the red, italicized text with the system ID of an organization and/or an organization contact role. You can locate these in System Settings → Master Definitions. See Finding Object IDs in 25Live for more information.
Example:
{{$pro.vars.organizations.98.contacts.-1.role}} 98 is the orgID for the organization -1 is the roleID for the contact role |
Tip: Common Organization and Contact IDs
These are the two most common IDs you'll want to use:
- For an event's primary organization, use the designated "primaryOrganization" variable instead of looking up its ID
- The system-defined Billing Contact roleID is -1
Value | Variable | Example Output |
---|---|---|
Organization Billing Address | {{ws.PrimaryOrgBillingAddr}} | 123 Billing St. Portland OR 97205 |
Organization Administrative Address | {{ws.PrimaryOrgAdminAddr}} | 123 Admin St. Portland OR 97205 |
Value | Variable | Example Output |
---|---|---|
Organization Name | {{$pro.vars.organizations.orgID.itemName}} | ATHLETICS |
Organization Title | {{$pro.vars.organizations.orgID.itemTitle}} | Athletics Department |
Contact Role | {{$pro.vars.organizations.orgID.contacts.roleID.role}} {{$pro.vars.primaryOrganization.contacts.roleID.role}} | Billing Contact |
Contact Name | {{$pro.vars.organizations.orgID.contacts.roleID.itemName}} {{$pro.vars.primaryOrganization.contacts.roleID.itemName}} | Smith, John |
Contact Title | {{$pro.vars.organizations.orgID.contacts.roleID.itemTitle}} {{$pro.vars.primaryOrganization.contacts.roleID.itemTitle}} | Treasurer |
Contact Email | {{$pro.vars.organizations.orgID.contacts.roleID.email}} {{$pro.vars.primaryOrganization.contacts.roleID.email}} | smith.john@school.edu |
Contact Phone | {{$pro.vars.organizations.orgID.contacts.roleID.phone}} {{$pro.vars.primaryOrganization.contacts.roleID.phone}} | (503) 290-0091 |
Contact Fax | {{$pro.vars.organizations.orgID.contacts.roleID.fax}} {{$pro.vars.primaryOrganization.contacts.roleID.fax}} | (503) 290-0091 |
Contact Address | {{$pro.vars.organizations.orgID.contacts.roleID.address}} {{$pro.vars.primaryOrganization.contacts.roleID.address}} | 805 SW Broadway Portland, OR 97205 |
Pricing
The following variables give the total pricing for a single event or a group of related events.
Value | Variable | Example Output | Notes |
---|---|---|---|
Grand Total | {{$pro.vars.pricing.grandTotal}} | 96.4 | Pricing total for a single event, formatted as a number |
Grand Total (currency) | {{$$pro.vars.pricing.grandTotal}} | $96.40 | Pricing total for a single event, formatted as currency |
These variables return invoice tables.
Value | Variable | Example Output | Notes |
Invoice Details Table | {{ws.InvoiceDetailsTable}} |
| Adds a table of invoice/billing information details |
---|---|---|---|
Invoice Details Table With Related | {{ws.RelatedInvoiceDetailsTable}} |
| Adds a table of invoice/billing information details with related information |
Special Functions and Formatting
Adding Conditional Logic
Conditional logic allows you to determine what is displayed—based on whether certain conditions are met—using the format:{{( expression )}}
Examples:
- In this example, "Created" displays if the event version number is 0 (indicating that it is a new event). Otherwise, "Edited" displays.
{{( {{$pro.vars.versionNumber}} === 0 ? "Created" : "Edited" )}}
(See animation below) - Conditional logic also works with variables. Similar to the example above, here, the Event Name or Event Title displays depending on if the event is new or edited.
{{( {{$pro.vars.versionNumber}} === 0 ? "{{$pro.vars.eventName}}" : "{{$pro.vars.eventTitle}}" )}}
Please note that this condition allows for word wrap, but not line breaks. Each paragraph will need its own conditional statement. (See animation below)- Additional example:
{{( "{{$pro.vars.customAttributes.Number}}" === "Yes" ? "Attribute is true" : "Attribute is false" )}}
— note the different placement of quotes for different situations
- Additional example:
Animation: Adding conditional logic using the examples above.
Date Modification
You can modify any variable with "Date" or "Time" in its name (including formattable date variables) by adding/subtracting days, hours, or minutes. Replace X in the following values with the number you wish to add or subtract:
- Xd (days)
- Xh (hours)
- Xm (minutes)
You can change a variable with multiple values at once by putting them together one after another.
Date Modification | Effect |
---|---|
{{$pro.vars.dates.creationDateTimeString}} | Basic date |
{{$pro.vars.dates.creationDateTimeString + 5d}} | Five days later |
{{$pro.vars.dates.creationDateTimeString + 5d - 3h}} | Five days later and three hours earlier |
{{$pro.vars.dates.creationDate + 5d | short}} | Five days later with a "short" date format |
Basic Math
Any variable which returns a number can have basic arithmetic operations applied to it:
- addition: +
- subtraction: -
- multiplication: *
- division: /
Add these operations within the curly brackets at the end of the variable. It is useful to combine this with currency formatting for displaying prices and discounts.
Variable | Example Output | Use Case |
---|---|---|
{{$$pro.vars.pricing.grandTotal}} | $96.40 | Base price |
{{$$pro.vars.pricing.grandTotal * .2}} | $19.28 | 80% discount |
{{$$pro.vars.pricing.grandTotal - 50}} | $46.40 | $50 discount |