How to Create & Use Merge Fields

Last updated: March 31, 2026

Merge Fields are how you make structured onboarding feel personal.

They allow you to dynamically insert real data into:

  • Task titles

  • Task descriptions

  • Module names

  • Project names

  • Instructions and messaging

Instead of writing static text, you can reference live project data — and OnRamp fills it in automatically.

That's how you scale personalization without manual edits.

What Is a Merge Field?

A Merge Field is a dynamic placeholder written in this format:

{{field_name}}

When a project is created (or updated), OnRamp replaces that placeholder with real data.

For example:

Welcome to OnRamp, {{company_name}}!

If the Company Name is "Acme Corp," the task will render as:

Welcome to OnRamp, Acme Corp!

How to Insert a Merge Field

When editing a supported text field (like a task description):

  1. Click into the text editor

  2. Type / (forward slash)

  3. Select the desired merge field from the list

OnRamp will insert the correct {{field_name}} syntax automatically.

No memorizing field names required.

Where Merge Fields Can Be Used

Merge fields can be inserted into:

  • Task names

  • Task descriptions

  • Subtask names

  • Subtask descriptions

  • Module names

If the field supports dynamic content, you'll be able to use / to access merge fields.

Types of Merge Fields

Merge fields can reference values from:

  • Project-level data

  • Playbook Data Fields

  • CRM-mapped values

  • System values (like Project Owner details)

Let's look at two real examples.

Example 1: Using a System Value

(Project Owner's Booking Link)

Imagine you store a Call Booking Link on your User profile in OnRamp.

Each CSM might have their own booking link saved — for example:

  • Jane → Calendly link A

  • Marcus → Calendly link B

You can create a task like this:

Schedule your kickoff call with {{project_owner_name}} using this link:
{{booking_link}}

Here's what happens:

  • The Workflow assigns the Project Owner

  • The Project Owner has a booking link saved on their profile

  • The merge field {{booking_link}} dynamically pulls that value

Result:

Every customer sees the correct booking link for their assigned owner — automatically.

No copying. No manual edits. No wrong links.

Example 2: Using a Project-Level Value

(Company Name at Project Creation)

Now let's say your Workflow maps the CRM Account Name into a Data Field called:

company_name

You can use it inside your Playbook like this:

Task Title:

Welcome to {{company_name}}!

Task Description:

We're excited to partner with {{company_name}} on your onboarding journey.

When the project is created:

  • The Workflow maps the CRM Account Name

  • The Data Field stores the value

  • The Merge Field renders the personalized version

Each project feels intentional — without anyone editing it manually.

When Merge Fields Resolve

Merge fields resolve:

  • At project creation

If a merge field appears blank, it usually means:

  • The underlying data wasn't populated

  • The Workflow didn't map the field

  • The referenced user value (like booking link) wasn't set

Always confirm the source data exists before troubleshooting formatting.

Best Practices for Merge Fields

  • Only reference fields that are reliably populated

  • Keep personalization meaningful, not excessive

  • Align Data Field names clearly and consistently

  • Test using real records before publishing broadly

Merge fields should enhance clarity — not introduce risk.

High-Impact Merge Field Use Cases

Teams commonly use merge fields for:

  • Project Owner name and contact details

  • Booking links

  • Company name

  • Implementation type

  • Contract value

  • Go-live dates

  • Customer-specific instructions

Used well, merge fields turn a template into a tailored experience.

How This Fits into the Bigger Picture

Here's the dynamic chain:

CRM Data → Workflow Mapping → Data Field → Merge Field → Personalized Project Content

When structured correctly, every onboarding project feels custom — automatically.

Want to take it further? See Verify and Sync CRM Data Using Merge Fields, Conditional Logic, and Automations for a step-by-step workflow that combines merge fields with conditional subtasks and automation to keep your CRM up to date.