Using SmartTags in Emails & SMS Messages

SmartTags are placeholders you drop into Email and SMS tasks. When a message sends, each tag fills in with that transaction's specific information — names, dates, addresses, and more — so you never retype it.

How to add a SmartTag

1. On the Workflows page, open an Email or SMS task to customize.
2. In the message body, type a hashtag (#) and pick the category of the SmartTag that you want to include.
3. Pick the category - then pick the variable - and it drops into the message.

Then select the variable:

Once you apply the workflow to a transaction, use Preview to confirm every tag filled in correctly before sending.

The 6 SmartTag categories

1. Transaction SmartTags

Every transaction includes built-in fields that can't be removed:

Transaction Details:

Full Transaction Address: #transaction.fullTransactionAddress

Transaction Selling Price: #transaction.sellingPrice

Transaction Description: #transaction.transactionDescription

Transaction Start Date: #transaction.startDate

Transaction End Date: #transaction.endDate

Transaction Buyer(s) Name: #transaction.buyersName

Transaction Seller(s) Name: #transaction.sellersName

Pending Details:

Pending Date: #transaction.pendingDate

Closing Date: #transaction.closingDate

Transaction Selling Price: #transaction.sellingPrice

Commission Received: #transaction.commissionReceived

Listing Details:

Listing Date: #transaction.listingDate

Listing Price: #transaction.listingPrice

Listing Expiration: #transaction.listingExpiration

Detail Boxes:

To track anything else (Inspection Deadline, Earnest Money Amount, Loan Commitment Deadline, etc.), create a Detail Box for the right transaction type. A SmartTag is created instantly. Examples:

#transaction.inspectionDeadline

#transaction.earnestMoneyAmount

#transaction.loanCommitmentDeadline

2. Contact SmartTags

Each role's contact info can be inserted. Replace "roleName" with the role (e.g., #transactionCoordinator.firstName):

#contact.roleName.firstName

#contact.roleName.lastName

#contact.roleName.fullName

#contact.roleName.numbers.mobile

#contact.roleName.numbers.fax

#contact.roleName.numbers.home

#contact.roleName.numbers.work

#contact.roleName.primaryEmail

#contact.roleName.alternateEmail

#contact.roleName.address (prints the whole address)

When multiple parties share a role (two buyers, for example):

• Names join with & (Jerry & Sally)
• Other values reference the person they belong to (e.g., (234) 234-2342 (Jerry West), (111) 234-2341 (Sally North))

3. Sender

Insert details for the email's sender, including the signature. Team accounts can send from any team member and include their details and signature.

4. Recipients

Build a custom greeting or use these tags to populate it (Hi Jim) and the salutation:

#recipients.to.firstName

#recipients.cc.firstName

For the To, CC, and Sender parties, you can also include any of the other fields in their contact record.

5. Client Portal Link

Once you've activated a Client Portal for a transaction, insert the public link to that portal:

#clientPortal.link

6. Documents

Any document label you create on the Setup page can become a SmartTag. A label called "Listing Agreement" can insert a link to that document:

#document.listingAgreement

#document.purchaseContract

#document.propertyDisclosure

Each link displays the document label name instead of a raw URL.

Updated on: 06/10/2026