Smart Fields
Smart Fields are reusable data placeholders. They let DocJacket pull transaction information into templates, task emails, document text, reports, and messages without retyping the same values.
Smart fields use double-brace syntax, such as {{buyer_name}} or {{property_address}}. When a message or template is rendered, DocJacket replaces the placeholder with the matching transaction data.
What smart fields are for
Use smart fields for repeatable information such as:
- Buyer, seller, agent, and vendor names
- Property address and transaction details
- Closing date, contract date, and other key dates
- Office or brokerage information
- Custom transaction fields your team tracks
Browsing smart fields
- Go to Templates > Smart Fields
- Search for the field you need
- Filter by category if needed
- Copy the field syntax
- Paste it into an email template or supported editor
Smart fields are grouped by category:
- Transaction
- Contact
- Agent
- Organization
- Dates
- Financial
- Current User — your own name, email, and phone (for example
{{my_name}}), handy in signatures and sign-offs - Custom
Each field card shows the label, syntax, description, and example when available. For the complete list, see the Full field reference below.
Smart Field Groups
Click View Groups to see pre-built field groups. Groups copy several related fields at once as a formatted block.
Use groups when you need a common pattern, such as a transaction summary, contact block, or financial details section. You can copy the whole block, paste it into a template, and then edit the wording around it.
Using smart fields
Smart fields are most useful when combined with other templates:
- Email templates can insert transaction values into subject lines and message bodies.
- Task email sends can render smart fields before the message goes out.
- SitRep templates can include transaction details in reports.
- Required document and form workflows can rely on consistent field names.
In the email template editor, you can insert smart fields from the side panel or open the smart-field picker. The picker has two tabs:
- Fields - Insert one smart field
- Groups - Insert a pre-built block of related fields
The Email Template builder also shows a quick smart-field panel beside the rich editor. Click a field to insert it at the cursor, or use the launch icon to browse the full smart-field picker.
Smart fields work in email subjects too. For example:
EMD Receipt - {{property_address}}
Search the existing library before adding a custom field — most of what you need is already there. And keep governed transaction dates in the Key Date Library rather than creating duplicate custom date fields, so automation and reporting stay consistent.
Conditional content
Email templates can also use conditional blocks. Conditional content only renders when the condition is true.
Example:
Hi {{buyer_first_name}},
{{ if role == "Buyer" }}
Your earnest money is due {{em_due_date}}.
{{ end }}
Supported conditions include:
role == "Buyer"role == "Seller"role == "Dual"em_location == "Alt"agent_has_assistant
Use lowercase if and end, use == for comparisons, and keep comparison values in double quotes.
Validation and unresolved fields
DocJacket validates smart fields in templates. If a placeholder does not match a known field, the editor can warn you before saving or sending.
There are two different issues:
- Missing value - The smart field is valid, but the transaction does not have that data filled in yet.
- Unrecognized placeholder - The placeholder does not match a known smart field, usually because of a typo or removed field.
Fix unrecognized placeholders in the template. Fix missing values by updating the transaction data.
Full field reference
This is the complete built-in smart-field library. Your organization can also add its own custom smart fields, and some fields only populate for specific workflows (for example, leasing or state-specific dates). Insert fields from the smart-field picker so the syntax is always correct.
Transaction
| Field | Token |
|---|---|
| Property Address (street) | {{property_address}} |
| Property Full Address | {{property_full_address}} |
| Property City | {{property_city}} |
| Property State | {{property_state}} |
| Property ZIP | {{property_zip}} |
| MLS Number | {{mls_number}} |
| Transaction Type | {{transaction_type}} |
| Transaction Status | {{transaction_status}} |
| Closing Location | {{closing_location}} |
| Closing Location Map Link | {{closing_location_map_link}} |
| Alt. Earnest Money Location | {{alt_em_location}} |
| Alt. Earnest Money Map Link | {{alt_em_location_map_link}} |
| Closing Time | {{closing_time}} |
| Role | {{role}} |
| Earnest Money Location | {{em_location}} |
| Alt EM Holder | {{em_alt_title_company}} |
Contacts
| Field | Token |
|---|---|
| Buyer Name | {{buyer_name}} |
| Buyer Email | {{buyer_email}} |
| Buyer Phone | {{buyer_phone}} |
| Seller Name | {{seller_name}} |
| Seller Email | {{seller_email}} |
| Seller Phone | {{seller_phone}} |
| Buyer First Name | {{buyer_first_name}} |
| Seller First Name | {{seller_first_name}} |
| All First Names (current side) | {{first_names}} |
| All Full Names (current side) | {{full_names}} |
| Title Company | {{title_company}} |
| Title Officer | {{title_officer}} |
| Title Company Address | {{title_company_address}} |
| Title Company Map Link | {{title_company_map_link}} |
| Title Company Phone | {{title_company_phone}} |
| Title Company Email | {{title_company_email}} |
| Lender Name | {{lender_name}} |
| Loan Officer | {{loan_officer}} |
| Lender Phone | {{lender_phone}} |
| Lender Email | {{lender_email}} |
| Buyer's Attorney Name | {{buyers_attorney_name}} |
| Buyer's Attorney Email | {{buyers_attorney_email}} |
| Buyer's Attorney Phone | {{buyers_attorney_phone}} |
| Buyer's Attorney Firm | {{buyers_attorney_company}} |
| Seller's Attorney Name | {{sellers_attorney_name}} |
| Seller's Attorney Email | {{sellers_attorney_email}} |
| Seller's Attorney Phone | {{sellers_attorney_phone}} |
| Seller's Attorney Firm | {{sellers_attorney_company}} |
| Home Inspector Name | {{home_inspector_name}} |
| Home Inspector Email | {{home_inspector_email}} |
| Home Inspector Phone | {{home_inspector_phone}} |
| Home Inspector Company | {{home_inspector_company}} |
| Opposing TC Name | {{coop_tc_name}} |
| Opposing TC Email | {{coop_tc_email}} |
| Opposing TC Phone | {{coop_tc_phone}} |
| Opposing TC Firm | {{coop_tc_company}} |
| Buyer's Paralegal Name | {{buyer_paralegal_name}} |
| Buyer's Paralegal Email | {{buyer_paralegal_email}} |
| Buyer's Paralegal Phone | {{buyer_paralegal_phone}} |
| Buyer's Paralegal Firm | {{buyer_paralegal_company}} |
| Seller's Paralegal Name | {{seller_paralegal_name}} |
| Seller's Paralegal Email | {{seller_paralegal_email}} |
| Seller's Paralegal Phone | {{seller_paralegal_phone}} |
| Seller's Paralegal Firm | {{seller_paralegal_company}} |
| HOA Contact Name | {{hoa_contact_name}} |
| HOA Contact Email | {{hoa_contact_email}} |
| HOA Contact Phone | {{hoa_contact_phone}} |
| HOA Management Company | {{hoa_contact_company}} |
| Landlord Name | {{landlord_name}} |
| Landlord Email | {{landlord_email}} |
| Landlord Phone | {{landlord_phone}} |
| Landlord Company | {{landlord_company}} |
| Tenant Name | {{tenant_name}} |
| Tenant Email | {{tenant_email}} |
| Tenant Phone | {{tenant_phone}} |
| Tenant Company | {{tenant_company}} |
| Maintenance Contact Name | {{maintenance_contact_name}} |
| Maintenance Contact Email | {{maintenance_contact_email}} |
| Maintenance Contact Phone | {{maintenance_contact_phone}} |
| Maintenance Company | {{maintenance_contact_company}} |
Agents
| Field | Token |
|---|---|
| Agent Name (You) | {{agent_name}} |
| Agent Email (You) | {{agent_email}} |
| Agent Phone (You) | {{agent_phone}} |
| Agent License # | {{agent_license}} |
| Deal Agent Name | {{deal_agent_name}} |
| Deal Agent Email | {{deal_agent_email}} |
| Deal Agent Phone | {{deal_agent_phone}} |
| Deal Agent Brokerage | {{deal_agent_brokerage}} |
| Deal Agent First Name | {{deal_agent_first_name}} |
| Listing Agent Name | {{listing_agent_name}} |
| Listing Agent Email | {{listing_agent_email}} |
| Listing Agent Phone | {{listing_agent_phone}} |
| Listing Agent Brokerage | {{listing_agent_brokerage}} |
| Listing Agent Office Address | {{listing_agent_office_address}} |
| Buyer Agent Name | {{buyer_agent_name}} |
| Buyer Agent Email | {{buyer_agent_email}} |
| Buyer Agent Phone | {{buyer_agent_phone}} |
| Buyer Agent Brokerage | {{buyer_agent_brokerage}} |
| Opposing Agent Name (alias) | {{co_agent_name}} |
| Opposing Agent Email (alias) | {{co_agent_email}} |
| Opposing Agent Brokerage (alias) | {{co_agent_brokerage}} |
| Agent Has Assistant? | {{agent_has_assistant}} |
| Agent Assistant Email | {{agent_assistant_email}} |
| Opposing Agent Name | {{opposing_agent_name}} |
| Opposing Agent Email | {{opposing_agent_email}} |
| Opposing Agent Phone | {{opposing_agent_phone}} |
| Opposing Agent Brokerage | {{opposing_agent_brokerage}} |
Organization / Brokerage
| Field | Token |
|---|---|
| Brokerage Name | {{brokerage_name}} |
| Brokerage Address | {{brokerage_address}} |
| Brokerage Phone | {{brokerage_phone}} |
Dates
| Field | Token |
|---|---|
| Closing Date | {{closing_date}} |
| Contract Date | {{contract_date}} |
| Inspection Deadline | {{inspection_deadline}} |
| Financing Deadline | {{financing_deadline}} |
| Appraisal Deadline | {{appraisal_deadline}} |
| Deposit Due Date | {{deposit_due_date}} |
| Option Period End | {{option_period_end}} |
| P&S Deadline | {{purchase_sale_deadline}} |
| Final Walkthrough | {{final_walkthrough}} |
| Lease Signed | {{lease_signed}} |
| Application Approved | {{application_approved}} |
| Possession Date | {{possession_date}} |
| Listing Date | {{listing_date}} |
| Earnest Money Due | {{earnest_money_due}} |
| EM Due Date | {{em_due_date}} |
Financial
| Field | Token |
|---|---|
| Financing Type | {{financing_type}} |
| Purchase Price | {{purchase_price}} |
| Earnest Money | {{earnest_money}} |
| Option Fee | {{option_fee}} |
| Down Payment | {{down_payment}} |
| Loan Amount | {{loan_amount}} |
| Commission Rate | {{commission_rate}} |
| Buyer Agent Commission Rate | {{buyer_agent_commission_rate}} |
| Seller Agent Commission Rate | {{seller_agent_commission_rate}} |
Current User
| Field | Token |
|---|---|
| My Name | {{my_name}} |
| My Email | {{my_email}} |
| My Phone | {{my_phone}} |
| My First Name | {{my_first_name}} |
Contact blocks
Contact blocks render a formatted contact card — name, email, phone, and company — and only show the fields that are filled in, so they're safe to include in reusable templates. Insert them from the smart-field picker.
| Field | Token |
|---|---|
| Assistant Contact Block | {{contact_block:assistant}} |
| Brokerage Contact Block | {{contact_block:brokerage}} |
| Buyer Agent Contact Block | {{contact_block:buyer_agent}} |
| Buyer Contact Block | {{contact_block:buyer}} |
| Buyer's Attorney Block | {{contact_block:buyers_attorney}} |
| Buyer's Paralegal Block | {{contact_block:buyer_paralegal}} |
| Deal Agent Contact Block | {{contact_block:deal_agent}} |
| Escrow Assistant Block | {{contact_block:escrow_assistant}} |
| Escrow Officer Block | {{contact_block:escrow_officer}} |
| HOA Contact Block | {{contact_block:hoa_contact}} |
| Home Inspector Block | {{contact_block:home_inspector}} |
| Landlord Block | {{contact_block:landlord}} |
| Lender Contact Block | {{contact_block:lender}} |
| Listing Agent Contact Block | {{contact_block:listing_agent}} |
| Loan Officer Block | {{contact_block:loan_officer}} |
| Loan Processor Block | {{contact_block:loan_processor}} |
| Maintenance Contact Block | {{contact_block:maintenance_contact}} |
| Opposing Agent Contact Block | {{contact_block:co_agent}} |
| Opposing TC Block | {{contact_block:coop_tc}} |
| Seller Contact Block | {{contact_block:seller}} |
| Seller's Attorney Block | {{contact_block:sellers_attorney}} |
| Seller's Paralegal Block | {{contact_block:seller_paralegal}} |
| Tenant Block | {{contact_block:tenant}} |
| Title Company Contact Block | {{contact_block:title_company}} |
| Title Processor Block | {{contact_block:title_processor}} |
| Your Agent Contact Block | {{contact_block:agent}} |
Custom smart fields
Beyond the built-in library, your organization can define its own smart fields for data that is unique to how your team works — anything from an annual cap amount to a photo-appointment date.
Creating a custom field
- Go to Settings > Custom Fields
- Open the Smart Fields tab
- Click Add Custom Field
- Enter a field name (what your team sees) and a merge code (the token used in templates)
- Save
The merge code becomes the token. A field with the merge code annual_cap_amount is inserted into templates as {{annual_cap_amount}}.
A few rules to know:
- Merge codes use lowercase letters, numbers, and underscores only, and must start with a letter.
- Each merge code must be unique in your organization, and it can't reuse a built-in field name.
- The field name can be changed later, but the merge code cannot — templates reference it, so it's locked once created.
- Custom fields are organization-wide: everyone on your team can use them.
Custom fields show up under the Custom category in the smart-field picker, right alongside the built-in fields.
You can rename the field label anytime, but the merge code is permanent — every template that references {{your_code}} depends on it. Choose a clear, lasting name when you create the field.
Filling in the value
A custom field starts out empty. There are two ways to give it a value on a transaction:
- Enter it manually in the transaction's custom-fields area.
- Let extraction fill it in — when you create the field, use Add Extractable Field so DocJacket's document extraction can pull the value from uploaded documents automatically.
Milestone date fields
Custom key dates surface as smart fields automatically. Any active key date that has a slug appears under the Milestones category in the picker, with a token that matches its slug — for example a "Photo Appointment" key date can render as {{photo_appointment_date}} and resolve to that transaction's date. Manage these in the Key Date Library.
Tips
- Reuse existing fields before creating a new one.
- Give custom fields clear names that match how your team talks about the data.
- Keep governed transaction dates in the Key Date Library instead of creating duplicate custom date fields.
- Use groups for longer templates so you do not miss related fields.
- Preview or test-send templates that use conditions before relying on them in automation.