How to Create & Use Merge Fields

Last updated: September 29, 2026

Merge Fields are how you make structured onboarding feel personal.

They let you insert real data into:

  • Task titles
  • Task descriptions
  • Subtask names, instructions and forms
  • Module names
  • Project names and descriptions
  • The portal welcome message

Instead of writing static text, you reference project data, and OnRamp fills it in for you. That's how you scale personalization without manual edits.

What Is a Merge Field?

A Merge Field is a placeholder written in this format:

{{field_name}}

OnRamp replaces the placeholder with real data. For example:

Welcome to OnRamp, {{account.account_name}}!

If the account is "Acme Corp," the task reads:

Welcome to OnRamp, Acme Corp!

Each merge field also has a resolution mode that decides when the placeholder is filled in. There are two:

  • Value at project creation — the value is captured once, when the project is created, and stays as it was. This is the default.
  • Live value — the placeholder stays with the content and always shows the current value. When the underlying data changes, so does every place the field is used.

More on choosing between them below.

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 merge field from the list

The list is grouped:

  • Merge Fields — fields you have already defined on this playbook, module or task
  • Project Fields — Project Name, Start Date, End Date, Created Date, Progress, Completed Date, and your project Data Fields
  • Account Fields — Account Name, Created Date, and your account Data Fields
  • Owner Fields — the Project Owner's Name, First Name, Last Name, Email, Title, Phone Number, and user Data Fields

Picking a Project, Account or Owner field defines it for you, named after what it points to (project.project_name, owner.full_name, account.account_name), and inserts it in one step. No memorizing field names required.

In the Embed subtask, click Insert merge field or type {{ in the URL or HTML field instead of /.

Where Merge Fields Can Be Used

Merge fields can be inserted into:

  • Task names
  • Task descriptions
  • Subtask names
  • Subtask text instructions, forms and embeds
  • Module names
  • Project name and description
  • The portal welcome message

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

When live values are enabled for your organization, you can also insert merge fields inside a project that already exists: in a task's description from the task drawer, in the project description, and in the project's Portal settings welcome message. Fields inserted inside a project are always live.

Choosing When a Field Resolves

Every merge field has a Resolves setting. You'll see it when you create or edit a field from the Merge Fields tab of a playbook, module or task, and it shows as the Resolves column in that tab.

  • Choose Value at project creation for anything that should stay as it was at kickoff, and for fixed text you type in yourself.
  • Choose Live value for anything that should follow the project: the owner's contact details, dates that get rescheduled, progress, or a Data Field your team keeps up to date.

A live field shows its current value everywhere the content is displayed: task lists and drawers, the project page, the customer portal, emails and exports. When you open the content to edit it, a live field appears as a pill showing the current value; hover over it to see which field it is. Saving keeps the field in place, so it goes on tracking the project.

A few things to know:

  • Picking a Project, Account or Owner field from the list inside a playbook, module or task defaults to a live value when live values are enabled, and to a value at project creation otherwise. You can change it afterwards from the Merge Fields tab.
  • Progress and Completed Date are always live. They have nothing to capture when a project is created, so they are only offered where the value will be live.
  • Changing a field's mode affects projects created afterwards. Projects created earlier keep the values they captured.
  • If you don't see the Resolves setting, live values haven't been enabled for your organization yet. Reach out to OnRamp support to turn them on.

Types of Merge Fields

Merge fields can reference values from:

  • Project-level data, including Project Data Fields
  • Account data
  • Project Owner details
  • CRM-mapped values (through the Data Fields a Workflow fills in)
  • Fixed text you enter yourself

Let's look at two real examples.

Example 1: Using a Live Value (Project Owner's Booking Link)

Imagine you store a Call Booking Link on each user's profile in OnRamp. Each CSM has their own booking link saved:

  • Jane → Calendly link A
  • Marcus → Calendly link B

Create a task like this, picking both fields from the Owner Fields group and leaving them as live values:

Schedule your kickoff call with {{owner.full_name}} using this link:
{{owner.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 pulls that value

Because the fields are live, reassigning the project to Marcus updates the name and the link everywhere they appear, including the customer's portal. Nobody edits the task.

Example 2: Using a Value at Project Creation (Company Name)

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 captures it into the content

Each project feels intentional, without anyone editing it manually. A value at project creation is the right choice here: the company name is part of the kickoff record and shouldn't drift if the Data Field is edited later.

When Merge Fields Resolve

  • Value at project creation fields resolve once, when the project is created.
  • Live value fields resolve every time the content is displayed, so they always reflect the project as it is now.

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 a booking link) wasn't set
  • The field was set to Value at project creation but had no value yet when the project was created (a common reason to switch it to a live value)

Always confirm the source data exists before troubleshooting formatting.

Best Practices for Merge Fields

  • Only reference fields that are reliably populated
  • Use live values for anything a person or a schedule can change; use values at project creation for what should stay on record
  • 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 (live)
  • Booking links (live)
  • Company name
  • Implementation type
  • Contract value
  • Go-live dates (live, so a reschedule shows everywhere)
  • Progress (live)
  • Customer-specific instructions

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

How This Fits into the Bigger Picture

Here's the chain:

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

With live values, that chain keeps running after kickoff: update the data, and the content follows.

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.