Variables

You can reuse variables when you use the same text-based content in multiple places that may change over time (like field names, contact numbers, addresses, disclaimers, etc.). A Variable in Document360 is a reusable element that helps maintain consistency and efficiency across various documentation sections. By employing variables, contributors to your articles can easily update information in one place, and it automatically reflects throughout the entire documentation, ensuring accuracy and reducing redundant efforts.

For example, you want to add your contact information in multiple instances, which might change over time. In this case, you can add a variable for contact information. If a change is required, you can update the variable alone instead of updating it in all instances.
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Creating a variable

To create a variable,

1. Navigate to Documentation () > Content tools > Content reuse > Variables in the knowledge base portal.

   The Variables page appears. If you have added any variables earlier, you can see them listed here.

2. Click Create variable at the top to select language-specific variables (Global, English, French, etc.) added to your project.

3. Enter the Name for your variable.

NOTE

The variable name can include letters, numbers, hyphens, and underscores, with a maximum length of 30 characters.

6. The Merge code value will be the variable name that appears with the variable tag in your editor.

For example, if your variable name is Disclaimer, your Merge code value would be {{variable.Disclaimer}}.

7. In the Language selection dropdown, the default selection is Global (Available across all languages). However, if needed, you can choose a desired available language to create a language-specific variable.

8. In the Content field, enter the variable's content.

NOTE

The variable content's character limit is 100 characters with spaces. If you want to add longer texts, expressions, media, tables, or code blocks, use Snippets. For more information, read the article on Snippet.

Formatting options

Use the following text formatting options to style your variable content

a. Basic text formatting:
• Bold
• Italic
• Strikethrough
• Underline
• Font size (8 to 36)

b. Additional formatting:

Click the More text icon to access:
• Font Family (Choose from the list of fonts)
• Text color (Color picker or HEX code)
• Background color (Color picker or HEX code)
• Subscript
• Superscript
• Clear Formatting

c. Insert Link - To add a hyperlink.

• Click on the Insert link icon.

• Type the URL and add text to the link.

• If needed, select Open in new tab.

• Click Insert.

9. Click the Create variable button.

The newly created variable will appear on the Variables page, where it can be edited or deleted as needed.

Using variable in an article/category page

You can add a variable to your article/category page using two methods.

Method 1: Using the syntax (Markdown editor)

In the Markdown editor, type a variable.MergeCodeValue between closed double curly brackets.

Example: {{variable.Disclaimer}}

You must know the exact merge code value to add the desired variable. The variable will not work even if a single letter changes.

NOTE

Typing in variable.Merge_Code_Value will only work in the Markdown editor. If you are using Advanced WYSIWYG editor, you can insert variable using the toolbar.

Method 2: From the toolbar (Markdown, WYSIWYG, and Advanced WYSIWYG)

1. Click the Content reuse () icon for Markdown and WYSIWYG editor.
   (or)
   From the Advanced WYSIWYG editor, click Insert > Variables or use the slash "/" command to access variables.

2. Select the variable or use the Search variables bar to narrow down the variable name.

In the Advanced WYSIWYG editor, the Variables pane appears on the right for variable selection. Hover the pointer on the variable name to preview its content.

3. Select the intended variable to insert.

NOTE

In Markdown and WYSIWYG editor, you can select multiple variables in one go.

Variables overview page

You can view, edit, or delete a variable on the Variables page.

1. Navigate to Documentation () > Content tools > Content reuse > Variables in the knowledge base portal.

   The Variables page appears where you can find the list of variables you have already added.

1. Languages: To filter the variables in Global or a specific language.

2. Search variable: Search the variable list based on the name.

3. Used in: If a variable is not added to any article/category page, the status would be -. If a variable is added to any article/category page, you can click the View button to see the list of articles/category pages containing the variable.

4. Language: The desired language of each variable.

5. Last modified: The last time the variable content was updated.

6. Preview: Click on the variable name, and you can view the variable's content.

7. Progress: Click the globe icon to view the variable’s progress in multiple languages.

8. Edit () icon: To edit the variable content.

9. Delete () icon: To remove the variable.

View article/category page dependency

In the Variables page, you can find the Used in column.

1. In the Used in column, click on the View button.

   The View references panel will appear, where you can view the list of articles/category pages to which the variable has been added.

2. Click on the article to expand the section.

3. You can find the following information:

   • The article version.

   • The project workspace and language.

   • The team account name and profile picture who has added the variable.

   • The article states (Published, Draft, New Article).

   • The time/date information when the variable was inserted in the article/category page.

Editing an existing variable

1. Navigate to Documentation () > Content tools > Content reuse > Variables in the knowledge base portal.

   The Variables page appears. You can find the list of variables you have already added.

2. Hover over the desired variable and click the Edit () icon.

   You can edit the content of the variable. The Name and Merge Code Value cannot be edited.

NOTE

Editing a link added in a variable

Click the link, and you can find the following options:

• Open link (): The link will open in the tab. This helps in checking the link.

• Style (): Style has two options.

  • Green: To change the link text color to green.

  • Thick: To increase the thickness of the link text.

• Edit (): To edit the URL, link text, and change open in the new tab option.

• Unlink (): To unlink the URL and change it to standard text. The URL will be unlinked, and only the URL text will appear.

3. After you complete the content edit, click the Update button.

NOTE

When you edit the content of an existing variable in the library, the content change will reflect in all the articles/category pages that contain the respective variable.

Deleting a variable

1. Navigate to Documentation () > Content tools > Content reuse > Variables in the knowledge base portal.

   The Variables page appears. You can find the list of variables you have already added.

2. Hover over the desired variable and click the Delete () icon.

3. Click Yes in the confirmation prompt.

To bulk delete multiple variables

Select multiple intended variables from the Variables page and click the Delete option at the top of the list.

Translating variables

You can create and manage variables in multiple languages. This ensures that when your articles are translated, the variables match the language of the article, providing a consistent and localized user experience.

Translating new variables

1. Navigate to the Documentation () > Content tools > Content reuse > Variables in the knowledge base portal.

2. Click Create Variable.

3. In the Language dropdown, select the intended language (except global).

4. Enter the variable name and the content for the variable in English (or your default language).

5. To translate the content into other languages, click the Translate to other languages dropdown.

6. Select the desired language(s) from the dropdown menu and click Translate.

   NOTE

   • The default language will be marked as Main.

   • Translated languages will be indicated with a green tick to show that the translation is complete. If needed, you can navigate to untranslated languages and complete their translation.

7. Once the translations are complete, click Create Variable to save the variable along with its translations.

For example, if you create a variable for a welcome message in English, you can use the translation feature to add the same message in French, Spanish, German, etc.

Translating existing variables

NOTE

Global variables cannot be translated.

1. Click on the desired existing variable you wish to translate.

2. Navigate to Translate to other languages and select the desired language that the variable needs to be translated.

3. Click Translate.

4. If needed, you can navigate to other languages and translate them.

5. To retranslate the content, click Translate again, which will overwrite the existing translation with the new one.

6. If you need to remove the translated variable for a specific language, click Remove language.

   You can retranslate the content at any time if needed.

FAQ(s)