Generate Documents

On the user side, after the product is configured and Add To Quote is selected, the cart is displayed. You are able to generate a quote by clicking the Generate Documents action. To be able to see and trigger this action, it must be allowed for the current status of the quote and the permissions must be given to the user group to which you belong.

Figure A - Generate document action in Classic design

Figure B - Generate document action in Responsive design

Clicking the Generate Documents action displays the template selection screen. If there is only one template available, SAP CPQ will start document generation in default file format and redirect you to the third tab named Download Document And Send Email.

Figure C - Choose document generation template

You can preview the template by clicking on preview link or generate the template by clicking on create as Word (docx), create as Word (doc), create as PDF or create as Excel link.

Excel templates can only be generated as Excel documents. Word templates can be generated as either Word (doc), Word (docx) or PDF (depending on how administrator has defined default format). You are also able to choose between Word in PDF if you belong to a permission group that administrator has specified in format permissions for specific template. While generating, the system displays a progress bar as a visual indication that document is generating. Customize icon will be displayed for templates that are marked as multi-section templates or templates that have related quote fields.

Section ‘Customize’ displays all sections attached to the template displayed. Depending oh how the template has been set up, you will have different options:

  • If flag ‘Users can sort templates’ is checked, you will be able to move sections up and down.
  • If flag ‘Users can upload their own sections’ is checked on template, you will be able to upload section document and name section. You are able to uncheck/delete sections that were uploaded, if you do not want to use them in the document. Uploaded section is saved only for this quote. Having said that uploaded section won’t appear on other quotes when same template is used. When other users generate document for same quote and save template, they won’t be presented with section uploaded by other users.
  • If section is marked as ‘Required in document’ you are not able to remove it from document (unselect it). Otherwise, you are able to uncheck it which will mean that section will not be part of generated document.
  • If section is marked as ‘Users can download section’ you are able to download template attached to the section. User will always be able to download sections that they have uploaded to document.
  • If section is marked as ‘Users can replace section’ you are able to replace section document by uploading personal template instead. Uploaded section will be saved only for this quote (it won’t appear on other quotes when same template is used). When other users generate document for the same quote and save template, they won’t be presented with section uploaded by other user. You are able to revert to default section template by clicking on ‘use default’ icon.

  • You are able to preview each section by clicking on ‘preview‘ icon.

For each section, quote custom fields related to underlying template are displayed to user. When you generate document from this page or click on ‘save and return to quote’, entered values are saved to quote custom fields. You are able to enter custom fields if they are editable and marked as ‘Free Form’, ‘Attribute’, ‘Date’ or ‘Long Text’ (display types will be same as on quote tabs).

If template has related quote fields, then area Document Details is displayed.

If admin defined some formulas for retrieving files (on Additional Files tab, page Document Generation Templates in setup) that are to be included in the section or simple output template, SAP CPQ will display to you files that have been found based on formula evaluation (See figure G).

Figure G - Document Inclusion

By default, SAP CPQ will display first 10 files. If there are more than 10 files for the quote (or item), you can click on ‘Show All’ link. Also by clicking ‘Collapse’ link SAP CPQ will again display first 10 files. Files are displayed in a table with these columns:

  • Item # column contains number of the item in the quote
  • File description is obtained by evaluating formula for file description
  • File name is obtained by evaluating formula for file name. You can select which files will be included in final document. If you click on the file name, SAP CPQ opens Preview window.
  • Help icon - If you hover mouse over the help icon, SAP CPQ displays which items that file is attached to. Help icon is displayed only if there is at least one duplicate in displayed files.
  • Preview file - When you click on preview file, SAP CPQ opens pop-up preview window. Some files may not have content files associated with them (formula evaluation didn’t return any results). If this happens, SAP CPQ displays message: ‘No files/content available for this item’.

You can also notice two check boxes Hide items with no files and Don’t include same file more than once. When first checkbox is selected, SAP CPQ does not display files that don’t have associated content files. When second checkbox is selected (figure H) SAP CPQ disables duplicate files, leaving only first file enabled. When duplicates are disabled and if first file is selected, SAP CPQ makes checkboxes for duplicate files selected as well (and vice versa – if first file is not selected, duplicate files will not be selected too).

Figure H - Duplicates are not included

If files should be found on the quote level, SAP CPQ will evaluate defined formulas for file name and description and display existing files to user (parameter Include file(s) for each quote item is set to false).

Figure I - Included files on quote level

File Selection (on admin side) determins whether file selection is made from check boxes (selected by default for new template) or from radio buttons (figure J).

Figure J - Check boxes vs Radio buttons

When finished configuring template, you can click on create as Word (doc) or create as Word (docx) or create as PDF and SAP CPQ starts generating document and displays information about the process, what is the current status, how much till the end etc. When generating document with simple template, you will see these messages:

  • 1) Processing Document Header and Footer
  • 2) Merging Product Data. Next to this status, you should see what is the current main item that is being processed: Merging Product Data – Processing Item #1,Merging Product Data – Processing Item #2, Merging Product Data – Processing Item #3,…If SAP CPQ has gone through all items in progress bar but the processing is still happening in background, verify that you see ‘Merging Product Data – Formatting’.
  • 3) Translating
  • 4) Inserting Content Files
  • 5) Updating Table of Contents
  • 6) Generating PDF

Figure G - Generating simple template

When document that is being used is multi-sectioned, you should see what is the section that is currently being processed

Figure H - Generating Multisection template

You can download the generated document or send it as an email attachment.
If CRM integration is set, it is possible to attach the generated document to the CRM opportunity to which the quote is attached. Link back to customize is displayed if you still have permissions to execute action Generate Quote and if you can customize the same template.

Figure I - Download Document

When sending the generated document as an email, you can also include any files that have been uploaded in the Attachments section of the cart. Here you can determine who the recipients of the email are, what the subject of the email is, and the body text. You are not restricted to only the Bill To, Ship To, and End User email address. You can also enter additional To and Cc emails in the Additional Recipients area. The generated quote is automatically selected as an attached document. Various options/parameters that control this page are available in Setup ⇒ Quotes ⇒ Email Customers / Quote Acceptance Settings.

Figure - View Previously Generated Documents

There are two useful tags:
<*SectionNumberCounter*> - each time system encounters this tag, value of counter will replace tag (and counter will be incremented). Count will start from 1. Sequence will be : 1,2,3,4….
<*AppendixLetterCounter*> - each time system encounters this tag in document, alphabet letter in upper case will replace tab. Sequence will be A,B,C,D….

Preview document when approval is required

In SAP CPQ Setup → Workflow/Approvals → Actions, there is an application parameter: When quote needs approval, users can only preview documents. If it is turned on and if approval is required, then when you click on Generate Document action, buttons create as Word (doc), create as Word (docx), create as PDF and create as Excel will be disabled.

Preview of a template

When admin clicks on ‘Customize’ template button (or gets to this page in any other way), buttons create as Word (doc), create as Word (docx), create as PDF and create as Excel will be disabled as well. No pre or post actions will be performed when user clicks on ‘Generate Quote’ action and application parameter is turned on. Quote will not be moved to the next workflow status when user clicks on this action.

You are able to download document from the Preview Document window. When you click on download document button, PDF is downloaded to your local machine.

Download document in preview

Generate Documents from configurator

There is an option to generate document while you are in configurator, during product configuration. To enable this feature, if you are using Classic Design, you should follow next steps:

  1. Go to SetupQuotesDocument Generation Templates to add a new document generation template with the name gpdProductDocument.
  2. Go to SetupUI DesignProduct Configuration Templates. Find the desired template, download it's Responder XSLT.
  3. Update the responder xslt file by adding button with id generateProductDocument in place where you want the button to appear. Sample html code for adding button to the xslt follows:
<button id="generateProductDocument"> Create documents </button>

Make sure that your products configuration layout is set to the Product Configuration Template that you updated in the previous step. To do so, go to SetupProduct CatalogProducts and find desired product in the list of products. Then go to tab Configuration Layout and set Layout template to the right one. (See figure J).

Figure J

Clicking on the button new pop-up displays document preview which you are able to download. (See figure K).

Figure K - Generate Documents from configurator

See Also

You are here: SAP Sales Cloud CPQ Online HelpAdmin Page HelpQuotes AdministrationDocument Generation TemplatesGenerate Documents