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Using Smart Fields with Qorus Compose

Smart Fields work with Qorus Compose and Smart Insert for Word, which are both paid for features of Qorus. 

In this article, we'll explain: 

  • What are Smart Fields
  • How to make use of this time saving feature

1. WHAT ARE SMART FIELDS?

'Smart Fields' are essentially text placeholders within documents and presentations, that Qorus is able to recognize, and use to dynamically create a form that you can fill in, to quickly personalize your content. 

This is probably more easily explained with an example. Consider the following boilerplate cover letter: 

 

Dear <Salutation> <Customer Last Name>,

On behalf of CapacitiTech, I would like to thank you for sending us your Request For Proposal.

We enclose our proposal and recommendations for the provision of <Service Suite> Services for <Company Name>’s consideration.

With over 25 years' experience, and as a recognized leader in our field, CapacitiTech is ideally positioned to fulfill <Company Name>’s requirements for a robust, reliable and yet reliable, cloud platform.

Our proven track record, with big brands like MegaCorp, Acme and Adtrill, are testament to the exceptional customer service and care CapacitiTech offers its customers. References have been included, as requested, along with our proposal for your perusal.

Thank you again for the opportunity and we look forward to working with <Company Name>.

Best Regards,

<Business Development Manager>

 

In this example, the text placeholders are:

  • Salutation
  • Customer Last Name
  • Service Suite
  • Company Name (occurs 3 times)
  • Business Development Manager

Whenever this cover letter template gets used, sales teams would be expected to replace all the text placeholders with real customer and opportunity information, and usually by typing in those values manually, or copying and pasting them into the document. Depending on the length of the document, this can be quite time consuming and tedious, and is prone to human error.

To save time and effort, and improve accuracy, Qorus can scan the body of a Word document or the contents of a PowerPoint slide deck, find the text placeholders, and surface these as Smart Fields in a dynamically generated form.

The Smart Field form for the cover letter template in the example above would look like this:

2017-05-15_15-49-05.png

The Smart Fields form is quick and easy to fill in, and once completed, auto-populates the document or slide deck with the right information in all the right places. It can save you loads of time, and works with Qorus Compose for PowerPoint and Word, as well as with Smart Insert for Word. 

And if the same text placeholder occurs in several places in the document or presentation, as is the case with the 'Company Name' in this example, users only need fill in the corresponding Smart Fields just once, and Qorus will populate all occurrences of that text placeholder in the document or presentation.  

2. THE STEPS TO MAKE USE OF AND SAVE TIME WITH SMART FIELDS

Step 1: Define Delimiters in the Qorus Management Portal

In order for Qorus to recognize placeholder text in documents and presentations, and surface them as Smart Fields, the characters used in your content to indicate the start and the end of placeholder text need to be specified in the Qorus Management Portal as Delimiters

In the example above, the delimiters used were: < and >. Qorus scanned the document for those characters, and then recognized the text it found between the starting delimiter (<) and the ending delimiter (>) as a Smart Field. 

Qorus supports having multiple sets of delimiters. So if your content already contains placeholders, and especially if different people have worked on your organization's content over time, you can easily get Qorus to recognize the different delimiters used and treat them all as Smart Fields. For example, you could specify all of the following as valid delimiters in the Qorus Management Portal: 

  • {{ and }}
  • [ and ]
  • ![ and ]!

Step 2: Surround placeholder text in your content with a set of delimiters that you've defined

Now that Qorus knows which delimiters to look out for, the next step if you haven't done so already, is to use those delimiters around your placeholder text in Word and/or in PowerPoint. And that's it! You're good to go. 

The next time you use Compose, or Smart Insert for Word, we'll dynamically generate a Smart Field form to help you quickly personalize your content and get you to draft that much quicker.  

FINAL TIP: SMART FIELDS ARE CASE SENSITIVE!

It's a good idea to get consensus on a standard to adopt when creating Smart Fields in your content, so that you don't end up with three different ways to indicate for instance a 'Company Name' placeholder in your content.

There's no real right or wrong answer here, its more about ensuring consistency. Otherwise you'll end up with a Smart Fields form that looks like the one below, and you risk having to fill in the same information multiple times (kind of defeats the purpose!):

2017-07-12_9-27-30.png

 

WHAT'S NEXT: 

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