Variables

Variables can be used in your policy content to prevent information from being updated in multiple policies.

Manage Policy Variables

In Policy Library, select POLICY VARIABLES from the top-menu:

A list will display showing you:

  • Variable Name - Short name in the Policy
  • Replacement Text - The text that will show in the policy
  • Policy Count - How many policies this variable appears in

As an example below, we have a Variable called Data_Protection_Officer, in 4 Policies.  Select the arrow to the left of the Variable Name for a drop-down of Policies where Data_Protection_Officer is in:

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If we Preview the Employee Privacy Notice Policy, we will see the {{Data_Protection_Office}} variable at the top of the Policy:

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Setting Replacement Text for a Variable saves you lots of time, as you don't need to update the same information in multiple policies, such as typing out your CCG, or Data Protection Officer name each time.

Set Replacement Text

Hover over the Row of the Variable Name, in this example Data_Protection_Officer and press the Edit (Edit Replacement Text) button on the right-hand side:

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Enter the Replacement Text and Press Save:

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You'll see the Replacement Text shown to the right of the Variable Name:

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Important

The Editor window will always show the Variable Name to allow you to identify variables within a policy quickly:

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Use the PREVIEW button in the top-right to see your Policy with your Replacement Text in place:

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You can not publish a Policy with undefined Variables. If you try, You'll see a warning which lets you directly edit the Policy Variables to ensure you policy is up to date when published.

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Create a Custom Policy Variable

In Policy Library, select POLICY VARIABLES from the top-menu:

At the top, you'll see two fields:

  • Variable Name - This is the Variable Name shown in Editor Mode.
  • Replacement Text - The text that you want to show in the Policy once Publish

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As an example, I'm going to add one for the Practice Telephone Number:

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The new Variable will show in the list of Variables.

Alternatively, you can use the Insert New Variable button directly inside the editor to add a new variable:

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Add your Variable Name, Replace Text and press Add.

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Add Variables into Policies

It's essential first to select where you would like the Variable placed in your content.

For example, I'd like to place my Custom Variable TelephoneNumber after the text "Please contact the practice on:". Therefore I have selected after this text and pressed My Variables from the menu at the top:

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Select your Variable from the list, and the Variable is placed into the policy:

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When I Preview the Policy,  the TelephoneNumber variable replacement text shows:

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