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Smart Variables

Use reusable placeholders for fixed text, images, dates, file details, and AI report paragraphs 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, so save the workflow first. 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.
  • Reuse the current file title or file URL inside the output.
  • Generate an AI summary paragraph from selected spreadsheet columns.

Available Variable Types#

You can create seven types. The Type list groups them as Static, Dynamic, and Interactive.

  • Plain Text: one saved value reused in every output.
  • Image: one Drive image reused in every output.
  • Today's 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.
  • Smart Report Paragraph: AI-generated text based on selected sheet columns and your prompt. It uses one AI request per generated file.

Note: Older saved workflows can contain Dropdown or Yes/No Condition variables. Those still ask for a choice before the run, but you can no longer create new ones, and the sidebar cannot edit them. Delete and recreate them as another type if you need changes.

Add a Smart Variable#

  1. Open Mail Merge & Variables in Docs or Slides and save the workflow with Save for Next Use.
  2. Expand the Smart Variables section.
  3. Click + Add Variable and choose the Type.
  4. Enter the Name and complete the type-specific fields. The tag is shown as {$Name}.
  5. Click Save Variable.
  6. Click Copy on the variable to copy its tag, such as {$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#

  • Copy copies the literal tag, such as {$CompanyAddress}. There is no button that inserts the tag at your cursor, so paste it yourself.
  • Apply replaces the tag with its value in the open file. In Docs it replaces the first occurrence, and in Slides it replaces all occurrences. It changes the file you have open, so use it on a copy of the template or press Ctrl+Z (Cmd+Z on Mac) to undo.
  • Apply is available in Docs and Slides only, and only when the open file is the selected template. In Sheets it is hidden.

Notes for Smart 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, mapping tags, and generating output files.