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How to add system and custom variables to your contract and upload your template ready for mailmerge and signature


1. Adding standard variables to your documents

Arthur has ready-made ‘variables’ for you to use and insert into the blanks of your document. These variables will then become information once you mail merge.

Step 1

  • Go to Documents > Mail Merge Templates > View Variables
  • Open the Variables list – Ensure you only use variables from the required area. E.g Tenancy variables for tenancy documents


Locate your chosen variables from within one of the areas. All your tenancy related items will be within tenancy above. Copy and paste your chosen variable including the brackets




Step 2

Open your word document and paste to your word document



2.Create custom variables to your documents

Arthur enables you to create your own ‘custom variables’, allowing you to create additional fields with or without values. These variables will then become information once you mail merge.

They are available:

  • Across all documents
  • Or specific to a document.


Step 1

Create the custom variable and paste in to your document.

  • Create a name for this variable
  • The key is what will be inside the brackets of the variable. Most users copy and paste the name into that field
  • The order is the order you variable presents in the list of custom variables created

When you are ready to mail merge, you will see that field appear – simply add the arrears number and it will be inserted into the document where the variable sits.


3. Add pre-populated signature fields


This can be found in the article How to populate your document with pre-defined signature fields to get documents signed


4. Uploading your template

Once the variables have been applied save the document as .docx or . Opendocumenttext and upload the template. Either replace an existing file or upload a new one.

When uploading a tenancy template the model is “Tenancy”


5. Mailmerge you contract

This linked to how to mailmerge your contract 


6. Mailmerge your notice

This is linked to how to serve a notice


7.  Send for digital signature

This is linked to How to send a digital signature

Still have a question?

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