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Document Replacements

Replacement fields can be used in document and email templates to pull in information from the system and populate specific data. These fields function as markers for information pertinent to the recipient of the email or document and are automatically replaced with that information at the time of the selected action or event.  Below is a list of available replacement fields that can be used in your templates. 

Dates

There are 7 different display options for date replacements. The following table shows you how the date is displayed for each option for the example date December 31, 2017.

 Replacement Field Type Displays As
 day_of_month 31
 long December 31, 2017
 month_name December
 mdy 12/31/2017
 ordinalized_day_of_month 31st
 with_time Dec 31, 2017 12:00 AM
 year 2017

 

Addresses

For each address, you'll have these 7 fields to use in your documents. The following table shows you how the address replacement field is displayed for the example address 123 Main, Apt 100, Wichita, KS, 67210, USA.

 Replacement Field Type Displays As Notes
 address1 123 Main  
 address2 Apt 100  
 city Wichita  
 country USA  
 full_address 123 Main, Apt 100, Wichita, KS, 67210 For non-USA addresses, the country will be included in the full address.
 postal 67210  
 state KS  

 

Master List of Replacement Fields

Some "Displays As" text is example text and should not be taken as the literal text that will display in your documents.

 Category

 Sub Category

Replacement Field Definition Displays As

 Bid Winner

 The buyer's information you enter when processing an auction is used to populate the Bid Winner fields.

 Address

 

The buyer's address

See the "Address" table above

 

[[bid_winner.full_name]]

The buyer's first & last names

Jane Doe

 Phone

 Numbers

[[bid_winner.phone_numbers.primary.

formatted_number]] or 6 others

The buyer's phone number.

Note: The primary replacement will include the phone number entered during the auction no matter what phone number type was selected

(###) ###-####

 Contact

 storEDGE allows you to enter many additional contacts per tenant but only one of them can be auto-populated into documents - the contact   that you designate as the Primary Contact or Alternate Contact. 

 An Alternate Contact is a special designation with a unique purpose. You must have the setting Require Alternate Contact at Move-In turned on in order to designate a contact as an Alternate Contact. For more information about this, see Tenant Contacts.

 Address

 

The contact's address

See the "Address" table above

 

[[contact.description]]

The relationship between the tenant and contact such as spouse, friend, mom, etc.

Brother

 

[[contact.email]]

The contact's email address

email@email.com

 

[[contact.first_name]]

The contact's first name

Bill

 

[[contact.full_name]]

The contact's first and last names

Bill Doe

 

[[contact.gate_access_code]]

The contact's gate code

55555

 

[[contact.last_name]]

The contact's last name

Doe

 

[[contact.middle_initial]]

The contact's middle initial

A.

 Phone

 Numbers

[[contact.phone_numbers.primary.

formatted_number]] or 6 others

The contact's phone number. 

Note: The primary replacement will include the phone number designated as primary in the contact's record

(###) ###-####

 Date

 

[[now.mdy]] or 6 others

The date the document is generated

See the "Dates" table above

 Delinquency Tenant Event

 The complete guide to Delinquency can be found here and should be used in conjunction with the below information to ensure the proper setup of delinquency stages and delinquency documents.

 Auction   Date

 

 

See the "Dates" table above

 Delinquency   Stage

[[delinquency_tenant_event.delinquency_

stage.apply_on_day]]

The day of the month the delinquency stage is applied that triggered the document to be generated

20

 Delinquency   Stage

[[delinquency_tenant_event.delinquency_

stage.name]]

The name of the delinquency stage that triggered the document to be generated

Print and Mail Lien Notices

 Delinquency   Stage Action

[[delinquency_tenant_event.delinquency_

stage_action.name]]

The name of the delinquency action that triggered the document to be generated

Send Lien Notice

 

[[delinquency_tenant_event.esignable_

documents]]

DO NOT USE

 

 Lien Date  

Used in conjunction with the Send Lien Notice delinquency action, this is the date the lien takes place

See the "Dates" table above

 Lien Date   

 Dependent

 on Pre-Lien

 Date

 

Used in conjunction with the Send Pre Lien Notice delinquency action, this is the date the lien takes place and will automatically be calculated and filled into your Pre Lien Notices based on when you completed the Send Pre Lien Notice action

See the "Dates" table above

 Projected   Cancellation   Date  

 

See the "Dates" table above

 

[[delinquency_tenant_event.signature_

request_url]]

DO NOT USE

 

 Document

Facilities with the setting Require Alternate Contact at Move-In turned on will have two pre-lien, lien, and auction notices generated during delinquency. Using these replacements fields will ensure the tenant's information will populate one and the tenant's alternate contact will populate the second. For more information about this, see Tenant Contacts.

 Recipient   Address

 

The tenant or alternate contact's address

See the "Address" table above

 

[[event_document.recipient_email]]

 

The tenant or alternate contact's email address

email@email.com

 

[[event_document.recipient_name]]

The tenant or alternate contact's first and last name

Bill Doe

 Recipient

 Phone

 Number

[[event_document.recipient_phone_

number.formatted_number]]

The tenant or alternate contact's primary phone number

(###) ###-####

 

[[event_document.rendered_title]]

The title of the document

Lien Notice

 

[[event_document.tenant_name_care_

of_recipient_name]]

Tenant’s name, care of Alternate Contact’s name

John Doe c/o Bill Doe

 Event

The Event Amount replacement is used in notifications to a person you designate (typically someone on your accounting team) when a tenant's unpaid invoices have been written off as bad debt. Go to Corporate-->Settings-->Software Settings-->Refund Settings to turn on this notification and assign the email address of the person you want to receive the notices.

 

[[event.amount]]

The amount written off as bad debt

$##.##

 

[[event.esignable_documents]]

Used in the Signature Requested email layout - A bulleted list of documents that need to be eSigned. Each document name is a hyperlink that opens to the storEDGE eSign website where the user can read and sign the document.

Lease Agreement

Insurance Addendum

 

[[event.signature_request_url]]

Used in the Signature Requested email layout - A hyperlink titled "e-sign website" that opens to the storEDGE eSign website where the user can read and sign documents.

e-sign website

 Facility

All of the Facility fields come from data populated in Corporate-->Settings-->Facility Info except for the insurance-related fields. Go to Corporate-->Settings-->Software Settings-->Insurance to edit those.
 

[[facility.access_hours]]

A list, Sunday through Saturday, of your access hours and any text you have in the optional note field. If you select "Closed" for any of those days, the word "Closed" will be listed for that day instead of the time.

Sunday HH:MM AM - HH:MM PM

Monday HH:MM AM - HH:MM PM

Tuesday HH:MM AM - HH:MM PM

Wednesday HH:MM AM - HH:MM PM

Thursday HH:MM AM - HH:MM PM

Friday HH:MM AM - HH:MM PM

Saturday HH:MM AM - HH:MM PM

 Address

 

The physical address of your store

See the "Address" table above

 

[[facility.brand_name]]

The brand name of your facility or organization

A Storage Brand

 

[[facility.contact]]

The facility's email address or phone number if the email address is left blank

email@email.com or (###) ###-####

 

[[facility.email]]

 The facility's email address

email@email.com

 

[[facility.email_logo]]

A small jpg or png image used to customize your documents and emails

When editing the email template or email layout template, the logo image will not display in the preview but it will display properly in the email your tenant receives 

storable_blue.png

 

[[facility.insurance_certificate_url]]

If you sell insurance at your facility, the website address of the digital version of the insurance certificate

www.xxx.com

 

[[facility.insurance_document_link_url]]

If you sell insurance at your facility, the website address of the digital version of the insurance brochure

www.yyy.com

 

[[facility.legal_entity]]

If your legal business name is different than your public name and you want your legal name to display in binding documents, such as leases

 

 

[[facility.map_company_name]]

The current year and company name associated with your account

(only editable by Storable Support)

@2021 Your Storage Co.

 

[[facility.minimum_insurance_coverage]]

The lowest coverage in your store insurance policy

$#,###

 

[[facility.minimum_insurance_premium]]

The lowest premium in your store insurance policy

$#.##

 

[[facility.name]]

The name of the storage facility

A Storage Place

 

[[facility.office_hours]]

A list, Sunday through Saturday, of your office hours and any text you have in the optional note field. If you select "Closed" for any of those days, the word "Closed" will be listed for that day instead of the time.

Sunday HH:MM AM - HH:MM PM

Monday HH:MM AM - HH:MM PM

Tuesday HH:MM AM - HH:MM PM

Wednesday HH:MM AM - HH:MM PM

Thursday HH:MM AM - HH:MM PM

Friday HH:MM AM - HH:MM PM

Saturday HH:MM AM - HH:MM PM

 

[[facility.pay_online_link]]

The website address for your facility's pay online page on your marketing website

The text "pay online" will be displayed. It will be a hyperlink if used in emails.

 

[[facility.pay_online_url]]

The website address for your facility's pay online page on your marketing website

www.zzz.com/customtext

 

[[facility.phone]]

The facility's phone number

(###) ###-####

 Remittance

 Address

 

The place where your customers should send check payments

See the "Address" table above

 

[[facility.remittance_payable_to]]

The business name customers should make out checks to

 

 

[[facility.store_number]]

A numeric or alphanumeric identifier for your storage facility

 

 

[[facility.tenant_portal_link]]

The hyperlink to your Rental Center

The text "our website" will be displayed. It will be a hyperlink if used in emails.

  [[facility.public_url]]

The marketing website address where you want tenants to visit for information about your facility

The text "our website" will be displayed. It will be a hyperlink if used in emails.

Google Review URL [[facility.google_review_url]]

A hyperlink to your Google Review URL. 

The text "Google Review URL" will be displayed. It will hyperlink to the URL set in your Corporate Settings > Facility Info > Google Review URL. 

 

 Category

 Sub 

 Category

Replacement Field Definition Displays As

 Ledger

 Every occupied unit has a ledger associated with it that contains the financial details, unit contents, and activity related to the unit while it is rented by the tenant.

  [[ledger.admin_fee]] The dollar amount of the fee associated with Fee Type ADMIN_FEE $##.##
  [[ledger.auction_fee]] The dollar amount of the fee associated with Fee Type AUCTION_FEE $##.##
 

[[ledger.auto_enroll_insurance_

signature]]

DO NOT USE

 

  [[ledger.autopay_signature]]

DO NOT USE

 

  [[ledger.california_fee_schedule]] The dollar amount of the fee associated with Fee Type CALIFORNIA_FEE_SCHEDULE $##.##
  [[ledger.charges_table]] A table that lists the unpaid charges for a unit including date of the charge, description of the charge, amount of the charge, tax, any payment applied, and the unpaid balance. It also includes the total due.

Date             Desc             Charge   Tax   Pmnt Balance

MM/DD/YYYY RentUnit10 $#.## $#.## $#.## $#.##

                                                  Total Due: $##.##

  [[ledger.current_balance]] The total amount due for the unit selected

$##.##

 

[[ledger.current_balance_without_

insurance]]

The total amount due less insurance premiums for the unit selected

$##.##

  [[ledger.current_insurance_balance]] The total amount of insurance premiums due for the unit selected

$##.##

  [[ledger.current_promotions]] The description of the active promotion applied to the unit selected 25% Off 3 Months
  [[ledger.gate_access_code]] The gate code for the unit selected #####
  [[ledger.insurance_premium]] The amount the tenant will pay for insurance every month $##.##
  [[ledger.monthly_rate]] The amount the tenant will pay for rent every month (does not include tax) $##.##
  [[ledger.motor_vehicles_checkbox]] A box with an "x" in it if the Stored Vehicles* selection during the move-in process is "yes". An empty box if the selection is "no". or
  [[ledger.motor_vehicles_table]] A table displaying the make, model, license plate number, license plate state, vehicle id number, and description entered into the Stored Vehicles* section of the move-in 

Make Model LPN LPS VIN Description

Ford F150 222UOU TX 8888888888 Red

 

  [[ledger.rent_rate_before_discounts]] The rent rate without any discounts applied.

$##.##

  [[ledger.security_deposit]] The deposit that would be assessed based on your facility’s settings and the unit's current rate.

$##.##

 

  [[ledger.security_deposit_collected]]

The security deposit actually paid by the tenant.

$##.##

  [[ledger.security_deposit_to_assess_or_acessed]]

If the tenant has moved in, this field will display the actual security deposit that was paid by the tenant. If the tenant has not moved in, this field will display the deposit that would be assessed based on your facility's settings and unit’s current rate.

$##.##

 Move In

 Date

  The date the tenant moved into the unit

See the "Dates" table above

 

 Category

 Sub

 Category

Replacement Field Definition Displays As

 Tenant

 The tenant's information you enter when processing a move-in is used to populate the Tenant fields.

  [[tenant.account_number]] The 7 digit number automatically assigned to each tenant during the move-in process #######
  [[tenant.all_current_unit_names]] A list of all units in the tenant's account A100, 303, 1209
  [[tenant.business_name]] The name entered in the Business name field when the tenant account type is Business Joy's Bakery
  [[tenant.checkbox]] Use with eSign - A checkbox you will use to require the tenant to acknowledge a section in your document   *
  [[tenant.checkbox_ optional]] Use with eSign - An optional checkbox you will use to have the tenant select an item in a section of your document     ☐
  [[tenant.current_unpaid_fee_balance]] The total amount of unpaid fees for all of the tenant's units $###.##
 

[[tenant.current_unpaid_insurance_

balance]]

The total amount of unpaid insurance for all of the tenant's units $###.##
  [[tenant.current_unpaid_rent_balance]] The total amount of unpaid rent for all of the tenant's units $###.##
 

[[tenant.current_unpaid_service_

balance]]

The total amount of unpaid services for all of the tenant's units $###.##
  [[tenant.current_unpaid_tax_balance]] The total amount of unpaid tax for all of the tenant's units $###.##

 Date Entered

 Service

  Part of the Military Information fields - the date the tenant or his/her spouse entered military service

See the "Dates" table above

 Date of Birth   The tenant's birth date

See the "Dates" table above

 Driver's License

 Expiration Date

  The date the tenant's driver's license expires

See the "Dates" table above

  [[tenant.drivers_license_number]] The tenant's driver's license number 987654321
  [[tenant.drivers_license_state]] The state that issued the tenant's driver's license  TX
  [[tenant.email]] The tenant's email address john_doe999@gmail.com

 End of Active

 Service Date

 

Part of the Military Information fields - the date the tenant or his/her spouse ended active military service See the "Dates" table above
  [[tenant.fee_account_balance]] The total amount of unpaid fees for all of the tenant's units $###.##
  [[tenant.first_name]] The tenant's first name John
  [[tenant.full_name]] The tenant's first & last names John Doe
  [[tenant.initials]] Use with eSign - A required place to have tenants enter their initials
  [[tenant.initials_optional]] Use with eSign - An optional place to have tenants enter their initials
  [[tenant.insurance_account_balance]] The total amount of unpaid insurance for all of the tenant's units $###.##
  [[tenant.is_military]] Use with eSign - Based on the tenant type field completed during the move-in process, this replacement will place a yes and no checkbox in your document and check yes if the tenant type is military and no if the tenant type is not military. We suggest you put the question, “Are you a member of the military?” followed by the tenant.is_military replacement field.      ☐ Yes ☒ No 
  [[tenant.large_text_field]] Use with eSign - A large text box limited to approximately 89 characters where you will require tenants to add information. It must be on a line by itself
  [[tenant.large_text_field_ optional]] Use with eSign - An optional large text box limited to approximately 89 characters. It must be on a line by itself.
  [[tenant.last_name]] The tenant's last name Doe
  [[tenant.ledgers_table]] A 3-column table listing all of the tenant's units, total balance due, and paid thru date

Unit    Balance Due     Paid Through

A100      $##.##       MM/DD/YYYY

303        $##.##       MM/DD/YYYY

1209      $##.##       MM/DD/YYYY

 Mailing Address   The tenant's primary address See the "Address" table above
  [[tenant.medium_text_ field]] Use with eSign - A medium text box limited to approximately 42 characters where you will require tenants to add information
  [[tenant.medium_text_ field_optional]] Use with eSign - An optional medium text box limited to approximately 42 characters
  [[tenant.middle_initial]] The tenant's middle initial A.

 Military

 Information

All of the fields in the Military Information section of the move-in are replacement fields.
  mceclip0.png
 

[[tenant.opted_in_to_legal_email_

checkbox]]

DO NOT USE

 

 

[[tenant.opted_in_to_legal_email_

signature]]

DO NOT USE

 

 

[[tenant.opted_out_of_legal_email_

checkbox]]

DO NOT USE

 

 

[[tenant.opted_out_of_legal_email_

signature]]

DO NOT USE

 

 Phone Numbers  

The tenant's phone number.

Note: Use the primary replacement to populate the tenant's primary phone number no matter what phone number type (home, mobile, etc.) the phone number is

(###) ###-####

 

[[tenant.receives_delinquency_docs_by_

email_checkbox]]

DO NOT USE

 

 

[[tenant.receives_delinquency_docs_by_

mail_checkbox]]

DO NOT USE

 

  [[tenant.rent_account_balance]] The total amount of unpaid rent for all of the tenant's units $###.##
  [[tenant.service_account_balance]] The total amount of unpaid services for all of the tenant's units $###.##
  [[tenant.signature]] Captures the tenant's signature and activates e-Sign for the document

mceclip0.png

  [[tenant.signature_ timestamp]] Use with eSign - The date when the document is signed MM/DD/YYYY
  [[tenant.small_text_field]] Use with eSign - A small text box limited to approximately 31 characters where you will require tenants to add information
  [[tenant.small_text_field_optional]] Use with eSign - An optional small text box limited to approximately 31 characters
  [[tenant.tax_account_balance]] The total amount of unpaid tax for all of the tenant's units $###.##
  [[tenant.username]] The tenant's username for his/her online account (Rental Center account) johndoe91
  [[tenant.vehicle_description]] The vehicle description from the Access Vehicle* part of the move-in process or the tenant's profile old red truck
  [[tenant.vehicle_license_plate_number]] The vehicle license plate from the Access Vehicle* part of the move-in process or the tenant's profile 344-9UN
  [[tenant.vehicle_make]] The vehicle make from the Access Vehicle* part of the move-in process or the tenant's profile Ford
  [[tenant.vehicle_motorized_checkbox]]

DO NOT USE

 

  [[tenant.vehicle_vin]] The vehicle id number from the Access Vehicle* part of the move-in process or the tenant's profile 999999999990
*There are 2 places to enter vehicle information during the move-in. The first section is the Access Vehicle section. Access Vehicles are the vehicles tenants use to drive into the facility. Only one Access Vehicle may be entered per tenant and the data is maintained in the tenant's profile. Stored Vehicles are vehicles that are parked inside the storage unit or stored on the facility's property. The data is maintained in the rentals part of the tenant profile and associated with the unit ledger.

 

 Category

 

Replacement Field Definition Displays As

 Payment event

 Data from processed payments that can be used in documents such as receipts.

  [[payment_event.emv_amount_approved]] This field will only populate data if you use Storable Payments EMV.  $###.##
  [[payment_event.emv_application_id]] This field will only populate data if you use Storable Payments EMV.  Ex: A000001233456
  [[payment_event.emv_application_label]] This field will only populate data if you use Storable Payments EMV.  Visa, Mastercard, etc
  [[payment_event.emv_approval_number]] This field will only populate data if you use Storable Payments EMV.  Ex: 123456
  [[payment_event.emv_balance]] This field will only populate data if you use Storable Payments EMV.  $###.##
  [[payment_event.emv_card_type]] This field will only populate data if you use Storable Payments EMV.  Visa, Mastercard, etc
  [[payment_event.emv_cryptogram]] This field will only populate data if you use Storable Payments EMV.   
  [[payment_event.emv_entry_mode]] This field will only populate data if you use Storable Payments EMV.  Ex: Swiped, Keyed ContactIcc PIN Verified ContactIcc PIN Verified
  [[payment_event.emv_host_response]] This field will only populate data if you use Storable Payments EMV.  Ex: Approved
  [[payment_event.emv_pin_statement]] This field will only populate data if you use Storable Payments EMV.  Ex: PIN verified
  [[payment_event.emv_transaction_type]] This field will only populate data if you use Storable Payments EMV.  Ex: Purchase

 

 

 

 Category

 Sub Category

Replacement Field Definition Displays As

 Unit

 The unit's information you enter in Facility Settings > Units is used to populate the unit fields.

  [[unit.combination_lock_number]] The code to the combination lock you put on a unit. This code is NOT entered in unit settings. It is entered in the Combination Lock Number field on the unit's page (Click on any unit number to access its unit page)  5622
  [[unit.directions]] The directions to the unit from the entry of your storage facility Down aisle 2 and on the left
  [[unit.floor_name]] The floor of the building where the unit is located 3
  [[unit.height]] The height of the unit 8.0
  [[unit.length]] The length of the unit 10.0
  [[unit.name]] The unit number A103
  [[unit.prep_lock_code]]

DO NOT USE

 

  [[unit.size]] The length x width x height of the unit 10x20x8
  [[unit.unit_amenities]] A bulleted list of the amenities the unit has
  • Climate Controlled
  • Drive Up
  [[unit.unit_type]] The type of the unit Storage
  [[unit.width]] The width of the unit 20.0

 User

 The storage facility employee's information found in Corporate > Settings > Users

  [[user.full_name]]

The full name of the employee who is generating a document

(often used as an alternative to the manager's signature in documents)

Mary Johnson

💡Protip: When using [[user.ful_name]] add "/s/" to signify that a conformed signature is being utilized in lieu of a traditional handwritten signature. Using the example above, you would enter /s/ [[user.full_name]] in your template which would show up as /s/ Mary Johnson in your completed document.

 

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