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Smart Variables

Use reusable placeholders for fixed text, dates, dropdown choices, images, and AI-generated text in Mail Merge workflows.

Use Smart Variables when part of your generated content should not come directly from a spreadsheet column.

Smart Variables are saved with your mail merge workflow. They are available from the Smart Variables section inside Mail Merge & Variables. The panel is currently shown in Google Docs™ and Google Slides™. In Google Sheets™, the mail merge workflow is available, but the Smart Variables panel is hidden for now.

Common Uses

  • Insert the same company address or legal text into every generated file.
  • Add the current date or a calculated due date.
  • Ask for a one-time dropdown or yes or no choice before the run starts.
  • Reuse the current file title or file URL inside the output.
  • Generate an AI summary paragraph from selected spreadsheet columns.

Available Variable Types

  • Fixed text: one saved value reused in every output.
  • Fixed image: one Drive image reused in every output.
  • Current date: the current date in the selected format.
  • Calculated date: a date offset from today.
  • Current file title: the active Doc or Slides title.
  • Current file URL: the active Doc or Slides link.
  • Dropdown choice: one selected option reused for the current run.
  • Yes or no clause: one of two saved text blocks chosen before the run.
  • AI report paragraph: AI-generated text based on selected sheet columns and your prompt.

Add a Smart Variable

  1. Open Mail Merge & Variables in Docs or Slides.
  2. Expand the Smart Variables section.
  3. Add a new variable and choose the variable type.
  4. Enter the variable name and complete the type-specific fields.
  5. Save the variable.
  6. Copy the generated tag, such as {$CompanyAddress} or {$IssueDate}.
  7. Paste that tag into your Doc or Slides template.
  8. Run a preview to confirm the resolved value looks correct.

Copy and Apply Actions

  • Copy copies the literal tag, such as {$CompanyAddress}.
  • Apply resolves the variable immediately in the active file so you can test the output quickly.
  • Docs: supports text variables and image insertion.
  • Slides: supports text variables.
  • Sheets: does not currently expose Smart Variable apply actions.

Note: Direct Smart Variable tag insertion at the cursor is currently Docs-only. Smart Variable image insertion is also Docs-only.

Notes for AI Report Paragraphs

  • Select the mail merge source spreadsheet first.
  • Choose the source sheet and the columns the AI should use.
  • Write a short instruction prompt for the paragraph you want.
  • Generate a preview before the full run so you can check the tone, length, and structure.

Related Links

  • Mail Merge - Return to the main mail merge workflow for choosing the source, analyzing tags, and generating output files.