This article lists the personalization variables available in the SMARTFENSE content editors and explains how to insert them. The variables allow the same content to be personalized for each recipient, with their data and the organization's data.
How variables work
A variable is a placeholder that the platform replaces with the actual data at the time of sending or viewing. For example, the name variable is replaced by the name of the user receiving the content.
The editors include two buttons that automatically insert the variables:
- User Data — data of the content recipient, taken from their user profile.
- Organization Data — contact and reference data of the organization.
To insert a variable:
- Place the cursor at the point in the content where you want the data to appear.
- Press User Data or Organization Data.
- Select the desired data from the dropdown menu.
The variable is inserted into the content and can also be typed directly if you work from the editor's source code.
Where they are available
Variables are available in all components that allow HTML content editing, including:
- Newsletters
- Educational Moments
- Phishing
- Ransomware
- Smishing
- Nudges
- Interventions
- Certificates
- The HTML Content activity of the Interactive Modules
User Data
These variables take data from the profile of the user receiving the content:
- First Name
- Last Name
- Username
- Manager's Email
If a user does not have any of these data fields completed, the variable will be sent empty. For example, Manager's Email requires the user to have an assigned manager.
Organization Data
The values for these variables are defined in Settings > Organization > Organization Data, in the Organizational Variables section. There you can upload the value of each variable and its translations into the active languages of the instance.
| Organization Data | Variable for content reference |
|---|---|
| Chief Executive Officer | $ceo |
| Chief Executive Officer's Email | $ceo_email |
| Chief Technology Officer | $cto |
| Chief Information Security Officer | $ciso |
| Chief Information Security Officer's Email | $ciso_email |
| Information Security Area | $is_area |
| Information Security Area Email | $is_email |
| Chief Human Resources Officer | $chro |
| Human Resources Area | $hr_area |
| Chief Commercial Officer | $cco |
| Chief Commercial Officer's Email | $cco_email |
| Commercial Area | $cco_area |
| Chief Procurement Officer | $cpo |
| Chief Procurement Officer's Email | $cpo_email |
| Procurement Area | $procurement_area |
| Procurement Area Email | $procurement_area_email |
| Legal Area | $compliance_area |
| End-User Support Area | $help_desk_area |
| End-User Support Email | $help_desk_email |
| End-User Support Phone | $help_desk_phone |
| Incident Reporting Area | $incident_report_area |
| Incident Reporting Email | $incident_report_email |
| Incident Reporting Phone | $incident_report_phone |
| Organization Domain | $domain |
| Main Organization Domain | $main_organization_domain |
Additionally, the Organization Data menu includes these data, which the platform takes from the instance's general settings:
- Organization Name
- Platform Subdomain
- Organization Logo
If an organizational variable has no value entered, it will be sent empty. Before using it in content, verify that it is complete in Settings > Organization > Organization Data.
💡 Best Practices
- Use the User Data and Organization Data buttons instead of typing variables manually to avoid typos that would leave the placeholder visible in the content.
- Complete the Organizational Variables and their translations before creating content that uses them.
- Preview the content and send a test campaign to an end user to verify that all variables are replaced correctly.
- Replicate the variables in all translations of the content, as personalized contents are not translated automatically.
- Review the organizational variables when replicating content between instances, since each instance loads its own values.