Using form variables

Form variables automatically merge information about clients, patients, consultations, practices, and more into forms and certificates. Using form variables is a great way to personalize your forms; for example, with client and patient information.

Some form variables like [patient_reminder_list] and [payment_info_list] merge multiple pieces of information. For example, the [patient_reminder_list] variable includes a header with the patient name, reminder name, and reminder due date.

Note: You must use form variables that are related to the form you are creating. For example, you cannot use an invoice variable on a reminder form.

To learn more about creating forms, see Add or update a form or certificate and FAQs: Forms and certificates.

Common form variables

What you need	Variable to use	Where it can be used
Rabies tag number	[vaccine.tag_number]	Default rabies certificate
List of patient’s reminders	[patient_reminder_list]	Patient or Reminder group forms, including invoices and estimates
Date	[today] or [today+365]	Any form; replace 365 with any number to calculate a future date
Provider	[line_provider]	Forms printed from a consultation using the line item provider, including dispensing labels and rabies certificates
Product expiration date	[expiry_date]	Forms printed from a consultation, including dispensing labels
Consultation notes	[note]	Forms printed from a consultation
Patient picture	[patient_id_photo]	Any form except: Forms in the Client Reports group. Forms that use one of multi-patient invoice variables. See Consultations/Invoices in this article.
Practice logo	[branch.logo_url] or [currentbranch.logo_url]	Any form
Electronic signature capture	[signature]	Any form

Note: Multi-branch practices only. Review the Client Branch Details and Current Branch Details sections for more information about how to determine which branch logo variable best fits your needs.

Click a link to see more variables.

Client Details

Form variables in the client details section merge information from the client overview.

Where they can be used: These form variables can be used in all forms and form groups.

Form Variable	Merges Info from Field	Field Information
[client_id]	Client ID	Automatically assigned when client is created
[title]	Title drop-down list	First field of Name line
[first_name]	First Name	Client's first name
[last_name]	Last Name	Client's last name
[address1]	Address	First line of Client Address box
[address2]	Address	Second line of Client Address box
[address3]	Address	Third line of Client Address box
[suburb]	Suburb
[city]	City
[state]	State
[postcode]	Postcode
[country]	Country
[telephone1]	Home No
[telephone2]	Work No
[telephone3]	Mobile No
[email]	Email
[secondary_contact]	Secondary First Name and Last Name	Client's Secondary First Name and Last Name when the Include on invoice check box is selected in the Client Overview tab
[aged_balances]	Account Balance	If Aged Accounts Receivable is turned on, will display Total Balance, Current, 30 Days, 60 Days, 90 Days. If Aged Accounts Receivable is turned off, will display Total Balance.
[client_alerts]	Alerts	All client alerts and the date entered on the client Alerts tab.

Patient Details

Form variables in the patient details section merge information from the patient overview.

Where they can be used: These form variables can be used in most forms, except forms assigned to the Client Reports group or forms that use one of multi-patient invoice variables.

Form Variable	Merges info from Field	Field Information
[patient_id]	Patient ID	This is automatically generated when the patient is created
[patient_name]	Patient Name
[patient_id_photo]	Add photo
[species]	Species
[breed]	Breed
[sex]	Sex
[colour]	Color
[age]	Age	Age of patient as a decimal; for example, 2.2 years.
[age_long]	Age	Age of patient as days, weeks, months, and/or years
[date_of_birth]	D.O.B	Date of birth
[id_chip]	Microchip ID
[date_registered]	Registered date	Date patient was added to Neo
[insurance]	Insurance Company
[insurance_policy_no]	Policy Number
[alive]	Deceased checkbox	When checked, displays Y. When unchecked, displays N. Recommend placing a label to the left of form variable on forms for clarification.
[temperament]	Temperament drop-down list	Temperaments list can be modified in Configure Company Settings, Step 11. (Administration > Company Settings > Patient Temperaments)
[weight]	Weight	Last patient weight entered
[patient_alerts]	Alerts	All patient alerts and the date entered on the patient Alerts tab.

Procedure Details

Form variables in the procedure details section merge information from the Procedures tab.

Where they can be used: These variables can be used in the _sms_procedure_ form.  This form allows you to send an SMS from the Procedures tab.  Keep in mind, using these variables in a form meant for an SMS could go over the 160-character limit and split into more than one message.
For practices with Vello enabled only. The _sms_procedure_ form is not needed when using two-way texting with Vello. See Send and receive SMS (text) messages with Vello for more information.

Form Variable	Merges info from Field	Field Information
[procedure_name]	Notes
[procedure_date_time]	Date procedure entered in Neo
[operating_area]	Room
[duration]	Duration
[general_anaesthetic]	General Anaesthetic

Reminders

Form variables in the reminders section merge information from the Reminders page.

Where they can be used: Most of these form variables can only be used in forms assigned to the Reminders form group. The [patient_reminder_list] form variable can be used in default system forms like invoices, estimates, and rabies certificates, as well as in forms found in the patient and reminders form groups. 

Form Variable	Merges Info from Field	Field Information
[reminder_type]	Reminder name	Single reminder name
[due_date]	Reminder due date	Single reminder due date
[times_sent]	Times Sent	Single reminder times sent
[patient_reminder_list]	Patient name, reminder names, and reminder due dates	All reminders displayed on patient Reminders tab

Note: The patient reminder list variable cannot be used on invoice_v3, since it is a multi-pet form.

Appointments

Form variables in the appointments section merge information from patient appointments on the Schedule.

Where they can be used: The [future_appointment_list] form variable can be used in default system forms like invoices, estimates, and rabies certificates, as well as in forms found in the patient forms groups.

Form Variable	Merges Info from Field	Field Information
[future_appointment_list]	Patient name, appointment reason, and appointment date.	All patient appointments displayed on client Appointments tab.

Dates

Form variables in the date section allow you to merge current and future dates into forms.

Where they can be used: These form variables can be used in all forms and form groups.

Form Variable	Merges Info from Field	Field Information
[today]	Today's date
[today+365]	Future date	Today's date + 365 = next year Change the number to calculate a future date. For example, enter 180 for 6 months.

Form Inputs

Form variables in the form inputs section allow you to place data entry boxes in forms. This allows users to enter information in a form without clicking Edit in the form preview. Information entered in these fields will be saved when the form is saved to the Files tab and can be printed or emailed.

Note about entering website URLs (links): When using a form that includes a text input field, URLs that point to a specific file (for example, .aspx /ASP.NET page) or include parameters (for example, pID or catID) may not be saved, printed, or emailed when entered in a text input field.  

Where they can be used: These form variables can be used in all forms and form groups.

Form Variable	Merges Info from Field	Field Information
[user_input]	Free form field	Single row input field
[user_textarea]	Free form field	Multi row input field

Client Branch Details

Form variables in the client branch details section allow you to merge information from the branch details for the client’s associated branch, which appears on the client Overview tab.

Note: For multi-branch practices, the client’s associate branch defaults to where the client was entered in the system and is considered the client’s home branch. The client’s associate branch can be changed on the client Overview tab, if needed.

Where they can be used: These form variables can be used in all forms and form groups.

Form Variable	Merges Info from Field	Field Information
[branch.associate_name]	Associate ID on client Overview	Client’s home branch
[branch.associate_id]	Associate ID of branch listed on client Overview
[branch.address1]	Address	First line of Branch Details Address box
[branch.address2]	Address	Second line of Branch Details Address box
[branch.address3]	Address	Third line of Branch Details Address box
[branch.suburb]	Suburb
[branch.city]	City
[branch.state]	State
[branch.postcode]	Postcode
[branch.country]	Country
[branch.telephone1]	Telephone Numbers	First telephone number (Telephone 1 box)
[branch.telephone2]	Telephone Numbers	Second telephone number (Telephone 2 box)
[branch.fax]	Telephone Numbers	Third telephone number (Fax box)
[branch.email]	Email Address
[branch.company_number]	Company Number
[branch.tax_number]	Tax Number
[branch.logo_url]	Logo	Branch logo added in Branch Details. For more information on using this form variable, see Add a logo to a form.

Current Branch Details

Form variables in the current branch details section allow you to merge information from the branch details for the logged in branch.

Note: For multi-branch practices, forms using the current branch details form variables should be printed from the location where the patient was seen to ensure the branch information on the form is accurate.

Where they can be used: These form variables can be used in all forms and form groups.

Form Variable	Merges Info from Field	Field Information
[currentbranch.associate_name]	Branch Name in black bar	Logged in branch
[currentbranch.associate_id]	Branch ID for branch in black bar
[currentbranch.address1]	Address	First line of Branch Details Address box
[currentbranch.address2]	Address	Second line of Branch Details Address box
[currentbranch.address3]	Address	Third line of Branch Details Address box
[currentbranch.suburb]	Suburb
[currentbranch.city]	City
[currentbranch.state]	State
[currentbranch.postcode]	Postcode
[currentbranch.country]	Country
[currentbranch.telephone1]	Telephone Numbers	First telephone number (Telephone 1 box)
[currentbranch.telephone2]	Telephone Numbers	Second telephone number (Telephone 2 box)
[currentbranch.fax]	Telephone Numbers	Third telephone number (Fax box)
[currentbranch.email]	Email Address
[currentbranch.company_number]	Company Number
[currentbranch.tax_number]	Tax Number
[currentbranch.logo_url]	Logo	Branch logo added in Branch Details. For more information on using this form variable, see Add a logo to a form.

Custom (Extra) Fields

Form variables in the extra custom fields section allow you to merge information from the extra client and patient fields your practice has created.

Where they can be used: These form variables can be used in all forms and form groups. Exception: Extra patient custom fields cannot be used in forms assigned to the Client Reports group. See Add extra (custom) fields.

Form Variable	Merges Info from Field	Field Information
[extra_client_details]	Custom client fields
[extra_patient_details]	Custom patient fields

Products/Services

Form variables in the products/services section allow you to merge information from a consultation or estimate.

Where they can be used: These form variables will work on system forms like invoices, estimates, and dispensing labels or on forms printed from a consultation through a special action.

A special action is a link between products and other areas of Neo, including reminders, forms, and patient special fields.

In the case of a form special action, you can use a special action to automatically link a form or certificate so when the product is saved on consultation; the form will display to be printed or emailed. To learn more, see Manage special actions. 

Form Variable	Merges Info from Field	Field Information
[product_service]	Product Name
[quantity]	Qty	Product quantity
[label]	Label Notes	Default product label notes or information entered in the consultation Label box
[batch_number]	Batch Number	Most recently entered product batch number
[expiry_date]	Expiry Date	Most recently entered product expiration date
[invoice_date]	Consultation create date	Date the consultation was first saved
[user_name]	Logged in user	Logged in user when consultation was created

Consultations/Invoices

Form variables in the consultations/invoices section allow you to merge information from a consultation or invoice.

Where they can be used: These form variables will work on system forms like invoices, estimates, and dispensing labels or on forms printed from a consultation through a special action.

A special action is a link between products and other areas of Neo, including reminders, forms, and patient special fields.

In the case of a form special action, you can use a special action to automatically link a form or certificate so when the product is saved on consultation; the form will display to be printed or emailed. To learn more, see Manage special actions. 

Form Variable	Merges Info from Field	Field Information
[invoice_details]	⚑Click here to view the details of what this super variable includes Patient ID Patient Name Species Breed Sex Birth date Weight Microchip ID Invoice Date Invoice Number Consultation provider Products Quantities Prices excluding tax Tax percentage Line totals including tax Total for patient invoice including tax and discounts Subtotal for all patient invoices excluding tax and discounts For IDEXX Payments customers with surcharging enabled. Surcharge fee on qualifying purchase Any overpayment amounts as change given or credit to account Total Discount for all patient invoices Total tax for all patient invoices Total for all patient invoices including tax and discounts	Displays multi-invoice details including invoice subtotal and grand invoice total when: Client pays for multiple pet sibling invoices at once. Client pays multiple invoices for the same pet. You need to print or email multiple unpaid and partially paid invoices.    Note: Individual form variables may not populate as expected when added to a form that contains [invoice_details]. For example, form variables from the Patient Details section. See Add or update a form or certificate to learn how to create or update your own custom invoice template.
[invoice_details_tax_labels]	⚑Click here to view the details of what this super variable includes Patient ID Patient Name Species Breed Sex Birth date Weight Microchip ID Invoice Date Invoice Number Consultation provider Products Quantities Prices excluding tax Tax percentage Line totals including tax Total for patient invoice including tax and discounts Subtotal for all patient invoices excluding tax and discounts For IDEXX Payments customers with surcharging enabled. Surcharge fee on qualifying purchase Total Discount for all patient invoices Total tax for each tax rate for all patient invoices. Tax rate name and tax rate total display for each tax rate with an amount greater than $0 Total for all patient invoices including tax and discounts	Displays multi-invoice details including invoice subtotal and grand invoice total when: Client pays for multiple pet sibling invoices at once. Client pays multiple invoices for the same pet. You need to print or email multiple unpaid and partially paid invoices. Note: Individual form variables may not populate as expected when added to a form that contains [invoice_details]. For example, form variables from the Patient Details section. See Add or update a form or certificate to learn how to create or update your own custom invoice template.
[invoice_details_incl_declined_products]	⚑Click here to view the details of what this super variable includes Patient ID Patient Name Species Breed Sex Birth date Weight Microchip ID Invoice Date Invoice Number Consultation provider Products Quantities Prices excluding tax Tax percentage Line totals including tax Total for patient invoice including tax and discounts Subtotal for all patient invoices excluding tax and discounts For IDEXX Payments customers with surcharging enabled. Surcharge fee on qualifying purchase Total Discount for all patient invoices Total tax for all patient invoices Total for all patient invoices including tax and discounts Declined products	Displays multi-invoice details including invoice subtotal and grand invoice total when: Client pays for multiple pet sibling invoices at once. Client pays multiple invoices for the same pet. You need to print or email multiple unpaid and partially paid invoices.    Note: Individual form variables may not populate as expected when added to a form that contains [invoice_details]. For example, form variables from the Patient Details section. See Add or update a form or certificate to learn how to create or update your own custom invoice template.
[invoice_no]	Consultation Number
[invoice_date]	Consultation create date
[note]	Consultation notes
[symptoms]	Consultation master problem list
[amount_exc]	Consultation subtotal
[tax_label]	Tax label
[amount_tax]	Consultation tax total
[amount_inc]	Consultation total
[surcharge_fee]	Surcharge Fee	For IDEXX Payments customers that have Surcharging enabled.
[amount_inc_plus_surcharge]	Consultation Total plus Surcharge Fee	For IDEXX Payments customers that have Surcharging enabled.
[amount_paid]	Amount paid
[amount_outstanding]	Amount due
[user_name]	Logged in user	Logged in user when consultation was created
[vet_on_consult]	Veterinarian
[vet_on_consult_dea_number]	Veterinarian DEA Number
[vet_on_consult_license_number]	Veterinarian License Number
[payment_info_list]	Payment method Payment reference Payment amount, Any overpayment amounts as change given or credit to account
[vital_signs]	Vital signs	Patient weight, temperature, pulse, and respiration rate entered from the consultation.
[declined_products]	Declined products	Products declined by client.
[discount_label]	Discount label	Each discount applied to consultation lines will be listed.
[discount_amount]	Discount amount	The discount amount subtotal for each discount applied to consultation lines.

Note: The [payment_info_list] form variable can be used on default system forms like invoices, estimates and statements. It includes all payment information for an invoice including payment methods, payment references, and amounts tendered.

Consultations/Invoice Lines

Form variables in the consultations/invoice lines section allow you to merge information from the product/service line section on a consultation.

Where they can be used: These form variables will work on system forms like invoices, estimates, dispensing labels, rabies certificates, or forms printed from a consultation through a special action.

A special action is a link between products and other areas of Neo, including reminders, forms, and patient special fields.

In the case of a form special action, you can use a special action to automatically link a form or certificate so when the product is saved on consultation; the form will display to be printed or emailed. To learn more, see Manage special actions.

Form variable	Merges Info From Field	Field Information
[product_service]	Consultation Product/Service
[quantity]	Product/Service line Qty
[label]	Product/Service line Label
[line_total_inc]	Product/Service line Price (Inc)
[line_total_exc]	Product/Service line Price (Exc)
[line_total_tax]	Product/Service line total tax
[line_tax_percentage]	Product/Service line tax rate
[line_batch_number]	Product/Service line batch number
[line_batch_expiration_date]	Product/Service line expiration date
[line_user_name]	Product/Service staff	Logged in user when product was added to consultation
[line_provider]	Consultation Product/Service Provider
[line_provider_dea_number]	Consultation Product/Service provider DEA number
[line_provider_license_number]	Consultation Product/Service provider license number

Estimates /Quotes

Form variables in the estimates/quotes section allow you to merge information from an estimate.

Where they can be used: These form variables will work on estimates. The estimate template in Neo is named _quote_.

Form Variable	Merges Info from Field	Field Information
[estimate_no]	Estimate number
[estimate_date]	Estimate create date
[note]	Estimate notes
[estimate_details]	⚑Click here to view the details of what this super variable includes Products Low Quantities High Quantities Low Prices excluding tax High Prices excluding tax Subtotal, low and high, excluding tax Tax amounts, low and high Total amounts, low and high
[estimate_details_incl_declined_products]	⚑Click here to view the details of what this super variable includes Products Low Quantities High Quantities Low Prices excluding tax High Prices excluding tax Subtotal, low and high, excluding tax Tax amounts, low and high Total amounts, low and high Declined products

Vaccine Information

Form variables in the vaccines section allow you to merge information from a product tracking as a vaccine when users edit vaccine details through a consultation or patient Vaccine tab. These variables are used for the default rabies certificates or for forms from consultations added by a special action.

For more information on setting up vaccines and work flow recommendations, see Manage vaccines, rabies tags, and certificates.

Form Variable	Merges Info from Field	Field Information
[vaccine.manufacturer]	Product Manufacturer
[vaccine.product_name]	Product Name
[vaccine.brand]	Product Brand
[vaccine.type]	Product Type
[vaccine.batch_number]	Batch Number
[vaccine.batch_expiration_date]	Expiry Date
[vaccine.administration_method]	Product Manner of Administration
[vaccine.due_date]	Vaccine entered date + vaccine duration	Due date is automatically calculated by adding the vaccine duration years to the consultation line item date.
[vaccine.given_date]	Vaccine entered date	Consultation line item date
[vaccine.tag_number]	Tag #	Rabies tag number
[vaccine.tag_expiration_date]	Vaccine entered date + tag duration	Tag duration is automatically calculated by adding the tag duration years to the consultation line item date.

Rx

Form variables in the Rx section allow you to merge information from products prescribed or refilled through a consultation or patient Rx tab. These variables are used for the default dispensing (prescription) label.

Form Variable	Merges Info from Field	Field Information
[rx.id]	Rx ID
[rx.refills_remaining]	Refills Remaining
[rx.fill_date]	Fill Date	Consultation line item date.

Electronic Signature

When you add the [provider_signature] form variable to a form or certificate, it enables the Select Provider dropdown from which you can select and insert a stored provider's signature.

When you add the [signature] form variable to an estimate or other form, it enables electronic signature capture using a mouse, stylus, or touch screen.

With either variable, forms and certificates can be signed when viewing a form preview.

For more information on how to use electronic signatures, see Add a signature to a form or certificate.

Form Variable	Merges Info from Field	Field Information
[provider_signature]	Select Provider dropdown
[signature]	Electronic signature