Using Adobe Merge Fields with Custom Job Details

Adobe merge fields allow you to automatically populate document templates with job-specific information. This feature is particularly useful for creating personalized onboarding documents, contracts, and other talent-facing materials.

• Prerequisites
• Setting Up Custom Job Details
• Creating Adobe Templates with Merge Fields
• Using the Merge Fields
• Important Limitations and Best Practices
• Troubleshooting Common Issues

Prerequisites

Before using Adobe merge fields, ensure that:

• The talent is already assigned to a job
• Custom job details have been created and populated for the relevant job
• You have access to Adobe document templates
   

Setting Up Custom Job Details

Creating Custom Job Detail Fields

1. Navigate to Custom Job Details in Table Editor
   1. Account & Settings > Table Editor > Job > Custom Job Details

2. Create a new Custom Job Detail (e.g., "Dress Code")
3. Add a merge field name using uppercase letters and underscores (e.g., 'DRESS_CODE')

4. Add the custom field

Adding Values to Jobs

1. Go to the specific job where you want to add custom details
2. Locate the Custom Job Details section
3. Find your custom field (e.g., "Dress Code") and enter the relevant information
4. Save the job details

Creating Adobe Templates with Merge Fields

Template Setup

1. Create or edit an Adobe document template
2. Insert a text field where you want the custom job detail to appear
3. In the text field properties, enter the mapping phrase that matches your merge field name (e.g., 'DRESS_CODE')

3. Configure formatting options as needed (bold, font size, etc.)
4. Save the template
    

Field Formatting Considerations

• Multi-line content: If your custom job detail contains lengthy text, check the "multi-line data entry" option in the template field properties
• Field sizing: Ensure the text field is large enough to accommodate the expected content
• Text formatting: Apply formatting (bold, italics, etc.) directly in the template field settings
   

Using the Merge Fields

Sending Documents to Talent

1. Adobe Sign onboarding tasks are sent the same way that all onboarding tasks are sent to talent. For more information on sending these tasks, please see the article here: Talent Onboarding Tasks, Statuses, and Use
2. The talent will access the task via the Bold web page or 24/7 app like they would all other onboarding tasks.
3. The merge fields will automatically populate with the job's custom detail values.
   
    

• Cropped description due to text field not being large enough.

• Full description with text field large enough to contain the entire text field.

How Merge Fields Work

• Automatic population: When a talent opens the document, merge fields automatically pull data from their current job assignment
• Latest assignment priority: If a talent has multiple active assignments, the system uses custom job details from the most recent placement
• Real-time updates: Changes to job details will reflect in newly generated documents
   

Important Limitations and Best Practices

Critical Requirements

• Assignment dependency: Talent must be actively assigned to a job for merge fields to work
• Timing matters: Custom job details must be populated before sending the document

Best Practices

• Single assignments: Be cautious when talent has multiple active assignments, as you cannot control which job's details are used
• Field naming: Use clear, descriptive merge field names with uppercase letters and underscores
• Testing: Always test templates with sample data before sending to talent
• Content length: Consider the length of custom job detail content when designing template fields
   

Troubleshooting Common Issues

Merge fields not populating:

• Verify the talent is assigned to the job
• Check that the merge field name in the template matches exactly (case-sensitive)
• Ensure custom job details are saved on the job

Content doesn't fit in field:

• Enable "multi-line data entry" in the template field properties
• Increase the field size in the template
• Consider breaking long content into multiple fields

Wrong job details appearing:

• Review talent's active assignments
• Confirm which assignment is most recent