Shared values are workspace-wide values that fill in automatically in any snippet or template — no user input needed. Define them once and use them anywhere.
Workspace shared values
When a shared value is used as a workspace tag in a snippet or template, it fills in automatically without any user input. If the value ever changes, you update it in one place and it is up to date everywhere.
Common examples include company name, registered address, support email, phone number, website, VAT number and company registration number.
Note
Only Admins can add, edit or delete shared values. Managers and Members can use existing shared values in snippets and templates but cannot manage them.
Opening shared values
- Click the cog icon in the top right corner of the workspace header.
- Select Workspace Settings.
- Click the Shared values tab on the left of the dialog.
The tab lists every shared value with its Name and Value. Use the search box to find one by either.
Tip
You can also get here from the editors: choose Manage shared values… at the end of the Workspace tags menu, or from the properties of a workspace tag already in your snippet or template.
Adding and editing shared values
- Click Add value. An empty row is added at the end, with the cursor in its name.
- Enter a Name — this is how you'll pick the value in the workspace tags menu, and how a formula refers to it, for example
PREVALUE("Company Address"). - Enter the Value — the text that will be inserted, for example
Acme Inc.. - To change an existing value, type the new text straight into its Value box.
- Click Save when you're done.
A name can use letters, digits, hyphens and periods, with single spaces between words — Company Address, Acme Inc. and Co-owner are all fine. A workspace can hold up to 200 shared values; each name is at most 255 characters long, each value at most 1,000.
Tip
Use clear, descriptive names for your values. Names like Company Address or Support Email are easier for your team to find in the workspace tags menu than short abbreviations.
Renaming a value
A saved name is shown as a label. Click it to turn it into a box, type the new name, and press Enter. The name is highlighted until you save, as a reminder that templates may still use the old one.
Warning
If you rename a shared value, any snippet or template that uses the old name will stop filling it in. Update those tags to the new name after saving.
Deleting a shared value
- On the Shared values tab, click the trash icon next to the value you want to remove.
- The value is shown struck through. Changed your mind? Click Restore value next to it.
- Click Save.
Warning
Deleting a shared value leaves any tag that uses it blank in snippets and templates. Make sure the value is no longer in use before deleting it.
Using shared values in snippets and templates
Once a shared value is defined, it can be inserted as a workspace tag anywhere in a snippet or template.
- In snippets: Click Insert merge tag → Workspace tags in the snippet editor toolbar and select the value from the list. See Adding merge tags to snippet for details.
- In templates: Open the Workspace tags menu in the template editor and select the value. See Fields in templates for details.
- In formulas: Refer to the value by its quoted name, for example
PREVALUE("Company Address").
