If you've ever opened a SmartVault email template, you might recognize some fields right away. %FirstName% or %DocSenderName% are pretty self-explanatory. But what about %SubjectText% or %FileListHTML%? That's what this glossary is for.
Dynamic fields are placeholders built into SmartVault's email templates that are automatically replaced with real data when an email is sent. This article's purpose is to help you understand what each dynamic field does and how to use it confidently, so you know exactly what information your clients will receive before an email goes out. This reference guide breaks down the fields you'll see most often in our pre-built templates. For each one, you'll find what it means, what category it belongs to, and an example of it in use.
| Field Name | Category | What it means | Example output |
|---|---|---|---|
| %BEGINSECTION% | Layout and formatting | Starts a new paragraph in the email body. Marks the start of a body section. | Begins a new paragraph |
| %BEGINITEM% | Layout and formatting | Starts a new paragraph in the email body. Marks where a list item or standalone line should go. Type the item text yourself right after it, including any bullet points or numbering. | Begins a new paragraph |
| %BEGINSALUTATION% | Layout and formatting | Starts a new paragraph in the email body. Marks where a greeting should go. Type the greeting yourself (e.g., "Hi Sarah,") right after it. | Begins a new paragraph |
| %ENDSECTION% | Layout and formatting | Ends the current paragraph in the email body. Marks the end of a body section. | Closes the current paragraph |
| %ENDITEM% | Layout and formatting | Ends the current paragraph in the email body. Marks the end of a list item or standalone line. | Closes the current paragraph |
| %UserName% %FirstName% | Personal identification fields | Outputs the recipient's first name. If the recipient is a client, this comes from their client profile. If the recipient is a firm employee, this comes from their employee profile. | Sarah |
| %ClientSalutation% | Personal identification fields | Outputs the client's title or prefix (e.g., "Dr.," "Ms."), as selected on their client profile. | Dr. |
| %ClientId% | Personal identification fields | Outputs the client identifier your firm manually entered in SmartVault. This is typically the same ID as in your tax software. | 10294 |
| %ClientDisplayName% | Personal identification fields | Outputs the client's full name. For individuals, this appears as Last name, First name Middle name. For businesses, it appears exactly as entered. | Alvarez, Maria R. |
| %DocSenderName% | Personal identification fields | Outputs the name of the employee who set up a client's automated reminders. Used in the notification sent to that employee once all reminders have gone out but the request is still open. | Jordan Lee |
| %RecipientName% | Personal identification fields | Outputs the name of the document's recipient. This can be a client or a staff member, depending on who the document was sent to. Formatted as Last name, First name, Middle name. | Alvarez, Maria R. |
| %RequestingEmployee% | Personal identification fields | Outputs the full name of the staff member who initiated the action (e.g., a document request), so the recipient knows who to follow up with. | Jordan Lee |
| %PreparerName% | Personal identification fields | Outputs the full name of the tax preparer assigned to the client. | Jordan Lee |
| %FROMNAME% | Personal identification fields | Outputs the full name of the staff member sharing or sending the content. | Jordan Lee |
| %DocumentName% | Documents & files | Outputs the title of the document associated with the request, so recipients know which document needs their review or action. Does not link to the document itself. | 2025_Engagement_Letter |
| %FileListHTML% | Documents & files | Outputs a formatted list of files a client has uploaded or downloaded, used to notify assigned employees of that activity. | W2_2025, 1099_2025 |
| %FileList% | Documents & files | Outputs a list of the files that were uploaded, giving recipients a record of what was submitted. | W2_2025, 1099_2025 |
| %FolderName% | Documents & files | Outputs the name of the folder being shared or modified. | TY25 |
| %EngagementName% | Engagements & requests | Outputs the name of the client engagement associated with the request. | 2025 Tax Return Engagement |
| %EngagementPeriod% | Engagements & requests | Outputs the year the engagement covers, so both the client and firm know the timeframe involved. | 2025 |
| %RequestDocName% | Engagements & requests | Outputs the name of the document your firm requested from the client in SmartVault (e.g., a W-2 or 1099-S). This is pulled automatically from the request. | W2_2025 |
| %Portal% | URLs & links | Outputs the login URL to your firm's SmartVault Portal. | https://portal.smartvault.com/yourfirm |
| %Url% | URLs & links | Outputs a clickable link to a file or folder your firm shared with the client (e.g., a W-2 or a shared folder). The visible text shows the item's name, and clicking it takes the recipient directly to that item. | W-2 |
| %Url2% | URLs & links | Outputs a second clickable link, used when more than one item is shared at once (e.g., sharing both a W-2 and a 1099). Works the same way as %Url%, the visible text shows the second item's name and links directly to it. | 1099 |
| %HelpURL% | URLs & links | Outputs a link to SmartVault's SmartHub, a centralized resource dashboard giving accounting professionals access to support and workflow training. | https://smarthub.smartvault.com |
| %TaxType% | Tax return placeholders | Outputs the type of tax return assigned to the client (e.g., "1040," "C-Corp"), based on what your firm selected for them. | 1040 |
| %CurrentTaxYear% | Tax return placeholders | Outputs the tax year of the return your firm is currently working on for this client. This is typically the current tax year, but it will reflect a different year if your firm is working on a prior-year return. | 2025 |
| %PreviousTaxYear% | Tax return placeholders | Outputs the tax year one year prior to the year of the return your firm is currently working on for this client (i.e., one year before whatever %CurrentTaxYear% outputs). | 2024 |
| %ClientTaxReturnsName% | Tax return placeholders | Outputs a named hyperlink to the client's tax returns folder (e.g., "Client Tax Returns") so clients can upload, review, and download their documents. | Client Tax Returns |
| %TaxReturnClientCopyName% | Tax return placeholders | Outputs a named hyperlink to the client's copy of their tax return (downloadable as a PDF). The linked text shows the file name assigned at upload. | 2025_1040_Client_Copy |
| %TaxReturnGovernmentCopyName% | Tax return placeholders | Outputs a named hyperlink to the government copy of the tax return (downloadable as a PDF). The linked text shows the file name assigned at upload. | 2025_1040_Government_Copy |
| %Upload8879CFolderName% | Tax return placeholders | Outputs a named hyperlink to the folder used for uploading signed 8879 forms. | Client Source Document |
| %OrganizerCopyName% | Organizer placeholders | Outputs a named hyperlink to the client's Tax Organizer (downloadable as a PDF). The linked text shows the file name assigned at upload, which the client can update in SmartVault. | 2025_Tax_Organizer |
| %UploadOrganizerFolderName% | Organizer placeholders | Outputs a named hyperlink to the upload folder, so clients can access it directly to upload their source documents. | Upload Documents |
| %OrganizerFolderName% | Organizer placeholders | Outputs a named hyperlink to the folder where the Tax Organizer questionnaire is stored, so clients can open it to review, complete, or confirm the questionnaire. | Tax Organizer |
| %FinancialStatementMonthEnd% | Financial statement placeholders | Outputs the month-end date the financial statement set covers. | 06/30/2025 |
| %FinancialStatementSetName% | Financial statement placeholders | Outputs a named hyperlink to the financial statement set. The linked text shows the file name assigned at upload. | Q2_2025_Financials |
| %SendToAccountantFolderName% | Financial statement placeholders | Outputs a named hyperlink to the folder clients use to send documents to their accountant. This folder is automatically tied to the correct financial statement year. | Send to Accountant |
| %Message% | Content & messages | Outputs whatever custom message your firm typed in when creating the request (e.g., "Please review and sign by Friday"). This text will vary each time, since it's written by your firm rather than pulled from a stored value. | Please review and sign by Friday. |
| %TEXT% | Content & messages | Outputs the name of the item (e.g., a vault or document name) being shared with the client. | 2025 Tax Documents |
| %TEXT2% | Content & messages | Outputs the name of a second item (e.g., a document name) being shared with the client. | 1099_2025 |
| %SUBJECTTEXT% | Content & messages | Outputs the relevant folder or document name in the email's subject line, letting recipients identify the subject immediately. | 2025 Tax Organizer |