With Profile Templates (and even further with Track & Approve), you can create an unlimited number of fields for tracking team member information. Everything you track in Sapling can also be used as a token throughout the rest of the platform. In their simplest form, a token would let you build a message like "Hello, [First Name] where "First Name" would automatically be replaced with the correct value depending on to whom the message is being sent. These values will be populated when the message in question is actually sent to the user.

Tokens are a powerfully simple way to create personalized experiences for your team members; let's review how you can start using them in:

  • Workflow Tasks

  • Emails

  • Documents

Tokens in Workflow Tasks

In Sapling workflows, tasks contain all kinds of valuable information to help the assignee actually get the task completed. Tokens amplify that valuable information by sharing specific details from the associated team member's profile inside the task (both the title and the description).

For example, you may set up tasks for new hires that include their actual manager's name, or details about a team member's current compensation and benefits for your Accounting team.

These tokens are populated with actual values when the task is actually assigned but will also update in real-time if there are changes to those values after the task has been assigned.

Tokens in Emails

Similarly, you can include personalization through tokens in Sapling emails (including the subject, the recipients, and the email content).

For example, you may create an email template that's sent to seasonal workers at the end of their employment periods with details on who to work with to close out their season.

These tokens are populated with actual values when the email is actually sent (so changes in those values after an email has been scheduled will be reflected, but changes in those values after an email has been delivered will not be).

Tokens in Documents

Electronically signing and storing documents creates an enjoyable and efficient process for your team members joining, transitioning, or leaving the company. Tokens simplify the process even further by allowing you to pre-fill documents with team members data.

For example, you may create an employment contract document that's electronically signed when a new hire joins the company. Perhaps this document needs to include the team member's name, job title, start date, home address, and manager name. The document can automatically pre-fill those values so the team member simply has to click and sign.

These tokens are populated with actual values when the document is actually assigned (so changes in those values after a document has been assigned will not reflect inside that specific document).

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