In this article, we’ll walk through:

  • The basic elements of personalization

  • Setting up a Doc to be personalized

  • Creating a personalization form

Note: This feature is available for personalization customers only. If you’re interested in getting personalization set up on your account, reach out to your CSM or contact

Personalization tokens

What’s a personalization token?

A personalization token is a word which is replaced during personalization. Personalization tokens are marked in a piece of content with a percentage sign either side, for example %fname%. Any user with editing access can add personalization tokens into any Doc.

How do personalization tokens work?

Let’s say we want to personalize the title of our sales proposal Doc. The title reads “A sales proposal for CustomerX’, but we want ‘CustomerX’ to be replaced with the appropriate company name when it’s personalized.

That means we need to add a personalization token into the title, to replace ‘CustomerX’. Since we want this to pull through the company name from a personalization form, we replace it with the token %cname% (short for company name), so the title is now “A sales proposal for %cname%.”

Now the %cname% token will appear as a form field in the personalization form. Once a Doc contains at least one token, it’s personalizable. The text in the token can be edited to best describe the personalizable element, for example %fname% for first name or %phone% for phone number.

Page rules

What are page rules?

Page rules allow you to control when a page is shown in a personalized Doc. By default, every page in your Doc appears in a personalized version, however you might want to personalize your content by having pages which only appear in a certain context. For example, you might only want your page on technology to show if the company name entered is ‘Apple’. You can use page rules to define simple conditions under which this happens.

How do I add page rules?

In the editor, page rules can be set using the third tab next to Surf and Immerse. Select ‘if the following rules are met’, and then choose the conditions under which you’d like the page to be shown. For example, if you want to only show the page if the reader’s name is John, you simply:

  1. Select the personalization token %name%

  2. Choose ‘is equal to’

  3. Enter ‘John’ into the value field

In this case, if users fill out the form with the name John, that page will be included in the final personalization. If users enter the name Tom, the page won’t be shown.

Building personalization forms

Step 1: Add a company name personalization token to your cover page

On your cover page, you can add a personalization token which will pull through the company name a user enters into the personalization form.

Let’s say in this case you’re sending out a Personalized Doc called “The Egg”, and you want it to be personalized for a company. Your title would read: The Egg for %CompanyName%. Entering the token %CompanyName% into your Doc automatically creates a field in the personalization form, and whatever the user writes in the Company Name form field replaces this token. You can add these kinds of tokens anywhere — Surf pages, Immerse pages, or the back cover.

Step 2: Add Page Rules

Page rules allow the user to cherry-pick the pages they want to include in the personalized Doc.

Doc pages will be displayed all the time as default. If you’d like to have a certain page displayed only in a certain context, pick the ‘if the following conditions are met’ option from the page settings tab.

For example, let’s say that your Doc has three pages that each describe a particular use case:

  • Sales

  • Events

  • Marketing

You want to make sure that readers only see the page for the use case, or use cases, that applies to them. That means that your personalization form needs to include a use case component, where the user can choose whether to show sales, events, or marketing to the customer.

Let’s set this up. Go to your page with the heading “Sales” and check the “If the following rules are met” option, then click the “Add first rule” button.

Under the Select token dropdown, click “Add new token” and enter "use_cases". Since you want the page to show when a user chooses the Sales use case, choose "is one of" from the next dropdown, and "sales", as shown below:

Repeat this process for the Marketing and Events pages, replacing “sales” in each case with the applicable use case. Now you have your page rules set up.

Step 3: Build the form

Click the three dots in the top right corner of your screen and choose “Build personalization form”.

First, let's set up a personalized Doc title, so it’s searchable later on. All we need to do is add a personalization token to the title in the Dynamic personalization title field. Earlier, we set up the company name token %cname%, so we’ll add that into the title here:

“Personalized Doc for %cname%”, when personalized, will read:

Personalized Doc for Apple

Next, you can add fields that will make up your personalization form. Under the form field dropdown, you’ll see the following options:

You can add a simple text input, checkboxes, dropdowns, logo, Vidyard videos, homepage screenshots or just separate parts of the form with sections and in the future, pages.

The dropdown on the right represents tokens you have previously set up in the content editor - either in page rules or the content itself.

To build this form you need to:

  • For the Company name field, you’ll want the user to manually input the name so you’ll choose the input type and map it to “company_name”.

  • For the Company domain field, you’ll choose the Logo field and add it with the “logo” token.

  • For the three pages that describe use cases, you’ll add a Checkbox section and define the selections in the Editing field section, which opens on the right-hand side once you add the checkbox form field. Replace the values and labels with the tokens you’ve set up in Page Rules.

  • For Vidyard, add the Vidyard form control, click Toggle editor, find the Vidyard component and fill in the clientId and recipientEmail fields

Save the form and preview the Master Doc, try Personalizing it to test if it works.


Can I add page rules to Immerse Pages too?

There is support for this coming in the product sometime in 2021.

Can I personalize images, widgets and other things in the Doc?

There is support for this coming in the product sometime in 2021.

Can I personalize a Doc that has pages from other Docs?

That’s possible if you use “Docs in Docs” to include a module Doc inside the wrapper Doc, then you can use Doc rules to define when pages from that Doc are included in the personalization.

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