Document Management Variables - Reference and Examples

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.

Custom document headerImage: 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.

Document Variable dropdown menus in the Create New Document windowImage: 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.

 Example output of $pro.vars.occurrencesWithLocationsString variable.Image: Example output of $pro.vars.occurrencesWithLocationsString variable.

TitleVariableExample 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:

  • 0: New event being created
  • 1: Existing event being edited

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: 

  • 0: Draft
  • 1: Tentative
  • 2: Confirmed
  • 3: Sealed
  • 99: Cancelled

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}}

External (For-Profit)

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}}
Event StartEvent EndState
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActive
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActive
Tue Feb 21 2023 6:30 pmTue Feb 21 2023 8:30 pmActive
Tue Mar 21 2023 6:30 pmTue Mar 21 2023 8:30 pmActive

Occurrence List
{{$pro.vars.occurrencesStringCSV}}
{{$pro.vars.preOccurrencesStringCSV}}


Occurrence and Location Table
{{$pro.vars.occurrencesWithLocationsString}}
{{$pro.vars.preOccurrencesWithLocationsString}}
Event StartEvent EndStateLocation
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveARTS 111
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveARTS 111
Tue Feb 21 2023 6:30 pmTue Feb 21 2023 8:30 pmActiveARTS 111
Tue Mar 21 2023 6:30 pmTue Mar 21 2023 8:30 pmActiveARTS 111

Occurrence and Resource Table
{{$pro.vars.occurrencesWithResourcesString}}
{{$pro.vars.preOccurrencesWithResourcesString}}
Event StartEvent EndStateResource
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveAV - Data Projector
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveAV - Microphone - Hand Held Wireless
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveAV - Data Projector
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveAV - Microphone - Hand Held Wireless

Occurrence Location Resource Table
{{$pro.vars.occurrencesWithLocationsAndResourcesString}}
{{$pro.vars.preOccurrencesWithLocationsAndResourcesString}}
Event StartEvent EndStateObject TypeObject Name
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveLocationARTS 111
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveResourceAV - Data Projector
Tue Dec 20 2022 6:30 pmTue Dec 20 2022 8:30 pmActiveResourceAV - Microphone - Hand Held Wireless
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveLocationARTS 111
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveResourceAV - Data Projector
Tue Jan 17 2023 6:30 pmTue Jan 17 2023 8:30 pmActiveResourceAV - Microphone - Hand Held Wireless

Location Table
{{$pro.vars.locationsString}}
{{$pro.vars.preLocationsString}}
NameFormal Name
ARTS 111Davis Arts Center Classroom

Location List
{{$pro.vars.locationsStringCSV}}
{{$pro.vars.preLocationsStringCSV}}
Resource Table
{{$pro.vars.resourcesString}}
{{$pro.vars.preResourcesString}}
Name
AV - Data Projector
AV - Microphone - Hand Held Wireless

Resource List
{{$pro.vars.resourcesStringCSV}}
{{$pro.vars.preResourcesStringCSV}}


Pref Occurrence and Location Table
{{$pro.vars.prefOccurrencesWithLocationsString}}
{{$pro.vars.prePrefOccurrencesWithLocationsString}}
Event StartEvent EndStateLocation
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveARTS 101
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveARTS 102



Event StartEvent EndStateLocationSegment
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveARTS 101Rsrv_254357
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveARTS 102Rsrv_254357




Pref Occurrence and Resource Table
{{$pro.vars.prefOccurrencesWithResourcesString}}
{{$pro.vars.prePrefOccurrencesWithResourcesString}}



Event StartEvent EndStateResource
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveAV - Projector
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveAV - MAC



Event StartEvent EndStateResourceSegment
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActive
AV - Projector
Rsrv_254357
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActive
AV - MAC
Rsrv_254357

Pref Occurrence Location Resource Table
{{$pro.vars.prefOccurrencesWithLocationsAndResourcesString}}
{{$pro.vars.prePrefOccurrencesWithLocationsAndResourcesString}}



Event StartEvent EndStateObject TypeObject Name
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveLocationARTS 101
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveResourceAV - MAC



Event StartEvent EndStateObject TypeObject NameSegment
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveLocationARTS 101Rsrv_254357
Tue 2019 Oct 08 9:00 amTue 2019 Oct 08 10:00 amActiveResourceAV - MACRsrv_254357


Pref Location Table
{{$pro.vars.prefLocationsString}}
{{$pro.vars.prePrefLocationsString}}


NameFormal Name
DAVIS 101Davis Building Room 101
DAVIS 103Davis Building Room 103


NameFormal NameSegment
DAVIS 101Davis Building Room 101Rsrv_254357
DAVIS 103Davis Building Room 103Rsrv_254357

Pref Location List
{{$pro.vars.prefLocationsStringCSV}}
{{$pro.vars.prePrefLocationsStringCSV}}
ARTS 101, ARTS 103, ARTS 105
Pref Resource Table
{{$pro.vars.prefResourcesString}}
{{$pro.vars.prePrefResourcesString}}

Name

FS - Catering - Appetizers
PC Web Camera

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
Email
{{$pro.vars.roleContactEmail.ID}}
name@school.edu
Address
{{$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.

TitleVariableExample 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}}

TitleModificationVariable (with a format option chosen)
Creation DateChoose Format
{{$pro.vars.dates.creationDate | short}}
Current Local DateChoose Format
{{$pro.vars.dates.currentLocalDate | short}}
Last Edit DateChoose Format
{{$pro.vars.dates.lastModDate | short}}
Setup DateChoose Format
{{$pro.vars.dates.eventSetupDate | short}}
Pre-Event DateChoose Format
{{$pro.vars.dates.preEventDate | short}}
Event Start DateChoose Format
{{$pro.vars.dates.eventStartDate | short}}
Event End DateChoose Format
{{$pro.vars.dates.eventEndDate | short}}
Post Event DateChoose Format
{{$pro.vars.dates.postEventDate | short}}
Takedown DateChoose Format
{{$pro.vars.dates.eventTakedownDate | short}}

Date and Time Format Options

TitleVariable TextExample Output
M/d/yy, h:mm ashort6/15/23, 9:03 AM
MMM d, y, h:mm:ss amediumJun 15, 2023, 9:03:01 AM
MMMM d, y, h:mm:ss a zlongJune 15, 2023 at 9:03:01 AM GMT+1
EEEE, MMMM d, y, h:mm:ss a zzzzfullMonday, June 15, 2023 at 9:03:01 AM GMT+01:00
M/d/yyshortDate6/15/23
MMM d, ymediumDateJun 15, 2023
MMMM d, ylongDateJune 15, 2023
EEEE, MMMM d, yfullDateMonday, June 15, 2023
h:mm ashortTime9:03 AM
h:mm:ss amediumTime9:03:01 AM
h:mm:ss a zlongTime9:03:01 AM GMT+1
h:mm:ss a zzzzfullTime9:03:01 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:
  • None
  • Occurrences
  • Locations
  • Resources
  • Requirements
  • Custom Attributes
  • Contacts
  • Categories
  • Related Events
  • Bill Items
  • Segments
  • Organizations

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:

table builder for related events

Example Table Preview

related events 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 builder dropdown options
List Options:
  • None
  • Occurrences
  • Locations
  • Resources
  • Requirements
  • Custom Attributes
  • Contacts
  • Categories
  • Related Events
  • Bill Items
  • Segments
  • Organizations
  • 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:

list builder for related events

Example List Preview:

related events 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
SpaceShort - Shortened name

Occurrence details are displayed in chronological order by the event start date/time.

Location and Resource related occurrences table exampleClick to Expand

Requirements Table
{{ws.ServicesTable}}

Shows a list of requirements for the event as well as the requirement's quantity and comments.

Requirements table output exampleClick to Expand

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.
Related events output example
Click to Expand
Page Number
{{ws.PageNum}}

Occurrence Attendees
{{ws.OccurrenceAttendeeTable}}
Occurrence Attendees output example
Click to Expand
Occurrence Attendees by Status
{{ws.OccurrenceAttendeeByStatusTable}}
Occurrence Attendees by Status output example
Click to Expand
Location, Layouts, Instructions
{{ws.rsrv.LocationNameLayoutInst}}
Location, Layouts, Instructions output example
Click to Expand
Formal Location, Layouts, Instructions
{{ws.rsrv.FormalNameLayoutInst}}
Formal Location, Layouts, Instructions output example
Click to Expand
Location Layouts | Instructions
{{ws.rsrv.LocationNameLayout_Inst}}
Location Layouts | Instructions output example
Click to Expand
Formal Location, Layouts | Instructions
{{ws.rsrv.FormalNameLayout_Inst}}
Formal Location, Layouts | Instructions output example
Click to Expand
Time, Locations
{{ws.rsrv.TimesLocationTable}}
Time, Locations output example
Click to Expand
Related Times, Locations
{{ws.rsrv.RelatedTimesLocationTable}}
Related Times, Locations output example
Click to Expand
Times, Formal Location
{{ws.rsrv.TimesFormalTable}}
Times, Formal Location output example
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.

TitleVariableExample 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.   

Click to Expand

(List of billing items for the event.)
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.

TitleVariableExample 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}}

related event billing hours example
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}}
related event requirements example
Click to Expand
Related Event Comments
{{ws.RelatedEventCommentsTable}}
related event comments example
Click to Expand
Related Event Table
{{ws.RelatedEventListTable}}
related event table example
Click to Expand

Document Organization Variables

TitleVariableExample 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

TitleVariableExample 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.

ValueVariableExample 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.

ValueModificationVariable (with a format option chosen)
Reservation Start DateChoose Format
{{ws.rsrv.r25:reservation_start_dt|short}}
Pre Event DateChoose Format
{{ws.rsrv.r25:pre_event_dt|short}}
Event Start DateChoose Format
{{ws.rsrv.r25:event_start_dt|short}}
Event End DateChoose Format
{{ws.rsrv.r25:event_end_dt|short}}
Post Event DateChoose Format
{{ws.rsrv.r25:post_event_dt|short}}
Reservation End DateChoose Format
{{ws.rsrv.r25:reservation_end_dt|short}}
Last Mod DtChoose 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.

VariableExample 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.

Click to Expand

{{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.

Click to Expand

{{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.

Click to Expand

{{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.

Click to Expand

{{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.

Click to Expand

{{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.

Click to Expand

{{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.

Click to Expand

Locations

These options let you choose the formatting of the location name, layout, date/time, and instructions, to best suit your needs.

VariableExample Output
{{ws.rsrv.LocationNameLayoutInst}}
{{ws.rsrv.FormalNameLayoutInst}}

A row with columns for the location name and layout and location instructions.

Click to Expand

{{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.

Click to Expand

{{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}}

Click to Expand

Attendee Table by Occurrence by Status
{{ws.OccurrenceAttendeeByStatusTable}}

Click to Expand


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}}
96.4Pricing total for a single event, formatted as a number
Grand Total (currency)
{{$$pro.vars.pricing.grandTotal}}
$96.40Pricing total for a single event, formatted as currency

These variables return invoice tables.

ValueVariableExample OutputNotes
Invoice Details Table
{{ws.InvoiceDetailsTable}}

Click to Expand

Adds a table of invoice/billing information details
Invoice Details Table With Related
{{ws.RelatedInvoiceDetailsTable}}

Click to Expand

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

Animation: Adding conditional logic using the examples above.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

{{$$pro.vars.pricing.grandTotal}}
$96.40Base price
{{$$pro.vars.pricing.grandTotal * .2}}
$19.2880% discount
{{$$pro.vars.pricing.grandTotal - 50}}
$46.40$50 discount