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.

See the real values while you edit

You don't have to jump to Preview to check your SmartTags. Value view shows each tag's real value right inside the task editor, so you can confirm the data as you write.

Turn it on in Settings → Preferences, under SmartTag Display:

• Tag view (default) — SmartTags show their names, like #Buyer First Name.
• Value view — SmartTags show the resolved value for that transaction, like Ben or 05/22/2026.

It's your own setting, and once it's on it applies to every Email, SMS, and Appointment task you open — including on the main Tasks page, where each task shows the values for its own transaction.

A few things to know:

• It only shows values on tasks inside a live transaction. Workflow templates always show tag names, since there's no transaction to pull from yet.
• Each SmartTag is still a single tag you can select or delete — only what it displays changes. Nothing about your saved message changes.
• If a tag has no value for that transaction, it shows N/A so you can catch the blank before you send.
• Hover over any Value to reveal the SmartTag label
• When displaying "Values", you can still insert a new SmartTag using the # method, but it will instantly convert to the Value upon being added

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: 07/10/2026