Managing Quote Templates – CPQ Online Help

Managing Quote Templates

Quote templates can be documented in .docx, .doc, .xls and .xlsx format. If word template is used template, output format can be set to be word doc, PDF or both. Excel templates will always output an excel document.
Quote templates are managed and administered through Quotes→Document Generation Templates section in Setup. Document generation templates page allows selecting default output format. This applies only for word document templates. More detailed output format permissions can also be managed on per template basis. New document template can be added by clicking on Add New button. Existing templates can be edited or deleted by selecting the template from one of the tables. Templates can also be sorted to set the order in which they will appear on the user side when presented to the user. As you can see there are two tables. The first table shows output templates, simple and multi section. Couple of notes about this table: 1) File Name is blank for all multi section templates regardless of whether or not somebody uploaded a file before converting a template to a multi section template; 2) Master Section indicates which section is used to control header and footer; 3) Contained Sections is list of sections for multi section template.

Figure A - Output Templates List

The second table shows Section Templates, templates which are just part of some other multi section template.

Figure B - Section Templates List

Defining New/Editing Existing Template

Template definition page is separated in 5 different tabs.
Template definition tab is used to specify general template parameters. Template name, template description and document associated with template is listed on this tab. This page also shows who and when template was created and last modified. Admin is able to select whether template is used as:

  1. Output template – only these templates will be offered in the list of templates to the user’s side. Here, user has two sub-options:
  • Simple template (no sections); If user has defined sections for this template and then marked it as ‘Simple Template’, sections will not be deleted once the ‘Save’ button is hit.
  • Multi-sections template; when this section is checked, all tabs are enabled. Selecting this tab will hide ‘File Revisions’ table for the admin as well as the Template Builder tool. However, file revisions will not be deleted when user clicks on ‘Save’.

Figure C - Document Template definition

Figure D - Simple Output Template definition

Figure E - Multi Section Template definition

2. Section template – part of another output template. When this option is selected, tabs “Sections” and “Format Permissions” are disabled.

Figure F - Section Template

New document can be uploaded by clicking on Add New document link. Template can have one to many file revisions, but only one revision can be active at the time. If there is only one revision that file revision will automatically be set as active. When new revision files are uploaded they will not be active until administrator explicitly clicks on Activate link. This can be useful when uploading a new document, but it is important to make sure that it generates correctly before making it active and available to users. Each file revision has download link and preview link. Download link is used to download that file revision. Preview link is used to Preview what generated document will look like. When user clicks on ‘Preview’ icon pop-up window is opened, CPQ will immediately load a quote and display it in Preview window - Figure G.


Figure G - Easier template preview

Quote number will be loaded from user’s personal XML. If there is no quote number in there, CPQ will load quote with highest quote number that belongs to that user. If user doesn’t have any quotes, system will load any quote from the system.

If user enters quote number in quote number preview box, or if system automatically displays quote belonging to the user, this quote number will be recorded in user’s personal XML (this means that if user don’t have any quotes and CPQ will displays quote belonging to another user, this quote number will not be recorded in user’s personal XML).

Sections tab specifies whether users are able to sort sections and upload their own section. This is selected by default. Admin can also specify if this section will be selected by default when user is customizing the proposal. Admin will be able to add sections by choosing from the list of templates that are marked as ‘Sections’ templates. Sort order of sections presented on this page will be same as sort order for users when customizing template. Template file of active file revision will be displayed in template.

Figure H - Section Tab

When button ‘Add Section’ is clicked, pop-up browser with template selection is opened. After admin selects template, pop-up with section name, template name and 3 check boxes is displayed. Section name is pre-populated with template name. Admin can override section name with something different than template name. With 3 check boxes, admin can define whether section is required in document, whether users can download it and replace it with their own. When adding new section to template, these 3 check boxes are not selected by default. When admin edits section, pop-up with section name, template name and 3 check boxes is displayed.

Figure I - Add Section

Visibility permissions tab specifies who can see the template. In previous versions of CPQ template visibility was controlled by user groups/types. Starting with v10 visibility is controlled via Permission groups. There are 5 types of Permission groups. User types, Company, Market and Brand permission groups are predefined and match the corresponding User type, company, market and brand definitions. Manually created permission groups can be any combination of other four permission groups. Manual permission groups are created and managed through Users → Permission Groups page.

By default template is visible to everyone. To specify which permission groups can see the template, uncheck visible to all check box and select permission groups. Visibility condition can also be specified to define under what circumstances selected permission groups can see the template. Default condition value is 1.


Figure J - Template Visibility Permissions

Format permissions tab specifies who can choose the output document format. By default template will be generated as either Word or PDF as specified by default output format. If desired, specific permission groups can be able to generate the document as Word and PDF. User can select permission groups and specify the condition under which selected permission groups will be able to choose the format.

Figure K - Template Format Permissions

Related fields tab specifies quote custom fields that are related to template (or section if template is marked as section). These custom fields can be displayed as part of the section (if template is marked as section) or as part of ‘Document Details’ panel (if custom fields are related to output template) in ‘Customize’ tab on user’s side. When choosing custom field, all custom fields will be displayed in pop-up window.

Figure L - Related Fields

Additional Files, the purpose of this tab is to enable users to decide which documents will be included in generated document. Included files may be product descriptions for items in the quote, data sheets, terms and conditions of the quote etc. For each product in the quote, document sent as proposal to the customer should contain one or more files that are used to describe product. When generating document, sales person is able to choose which product description file will be included in proposal.

If admin is creating/editing section template or simple output(no sections) template, new tab ‘Additional Files’ will be displayed. This tab will be disabled for Multi-section templates. Admin is able to define: Include file(s) for each quote item - If selected CPQ will find files for each quote item (not selected by default) and vice versa; Included File(s) – In this field admin defines formula which will extract some file name from custom table or he enters exact file name; File Description - In this field admin defines Description, he can use formula to do this or he can just enter some text; Add More Files - Admin will be able to add more files. When Add More Files is clicked, 2 new fields will be displayed – Included Files and File Description; File Selection - Whether file selection is made from check boxes (selected by default for new template) or from radio buttons; Separate files with page break - Whether files should be separated with each page break (selected by default).

Figure M - Additional Files tab

Figure N - Additional Files tab for simple template

Figure O - Additional Files tab for section template

There is also a help icon – ‘How to include files’. When admin puts mouse over this icon, it will explain what needs to be done in order for files to be included in generated document. Admin can copy and paste tag from this div.

Figure P - Info icon: How to include files

If there are several formulas defined for file name, CPQ will evaluate each formula and display files to user that have been found based on formula evaluation. File description for each formula will be displayed next to the first file for this formula. If processing is done for each item, CPQ will evaluate all formulas for first item and then display files found for this item. After that, files found based on evaluation of all formulas for second item will be displayed, and then for third etc. If files are displayed on the quote level (e.g. case studies) and radio buttons are used, user will be able to choose only one file from all files that are displayed (regardless of whether they are displayed based on one or several formulas). If files are displayed on the quote item level (e.g. product content) and radio buttons are used, user will be able to choose only one file per item (regardless of whether they are displayed based on one or several formulas).

In order for selected files to be included in generated document, following tag needs to be entered in document/section template: «INCLUDE_DOCUMENTS» and «INCLUDE_DOCUMENTS_END» uploaded on Template defonition tab.

Upon finding this tag, CPQ will include selected files :
1) Files will be included in the same order as they have been displayed to the user
2) If check box ‘don’t display same file twice’ has been selected (on user side), CPQ will not include duplicate files. If this check box is not selected, CPQ will include duplicate files if found.
3) If check box ‘Separate Files with each page break’ (admin side) is selected, each file will be displayed on new page in generated document.

Translation of document template name and description

On the top of the document templates page Dropdown Select Language is added. When user chooses any language, all template names will be translated to that language. If there is no translations to chosen language, value found in default language will be displayed. Info icon will also be added with message ‘If entry is not found in selected language, value found in default language will be displayed’.

Figure Q- Translation of templates

Translate icon is added to every template in the grid. Also translate icon is added to the Section templates, so admin is able to translate template/section names and descriptions.

Figure R- Languages for translations

When user go to user page, in Default Dictionary he can choose language of recently translated template and after it, on action 'Generate quote', translated name of template will be shown.

If one template is translated on few languages, it’s not necessary that user every time goes to setup, it is enough just to change language on user page and he will be able to see that template on translated language (or he will see his default name, if translation doesn’t exist in setup for chosen language).

When clicked on translate icon, admin is navigated to the new MultiLanguage page, where he can choose language for translation and default value will be displayed to him. There will be Translate to with dropdown with all system dictionaries.

Documentation Template

To set a Documentation Template go to Setup>Quote>Document Generation Templates.

Once you have selected your default output format, go to Quote, and click Generate Quote. You will notice that your chosen output format (.docx, in our case) is displayed as icon.

Once you set PDF, .docx or .doc as default output format, and create a new simple template or a multi-section template, the template will be generated with that output format. On the user side, only the selected default output format will be generated for the template.

When you create/edit templates you can define a format permission for a specific group so users that belong to that group will be able to generate templates in all formats (.doc, .docx and PDF).

When you add a new template on User Page (User page>Manage Document Templates, and click Add New), you will notice that the selected Default Output Format (.docx) has been added.

Manage Content Documents

Additional content documents which can be use as included files in quote templates care managed on Quotes→Manage Content Documents page in Setup. Administrator can manage content documents uploaded by administrator or any local user. To upload a new document, click on Add New button. To reupload an existing document click on edit link next to that document. It is also possible to see preview of the document by clicking on Preview link or delete the document by clicking on Delete link.


Figure S - Manage Content Documents

When admin creates a template for the output document or section they cannot be sure what that template looks like unless they can preview it with some realistic data.

Currently we allow preview with realistic data by asking admin user to type in a quote number whose data will be used to populate the template. The problem is that admins are in setup and there is no way for them to obtain a quote number without logging out of setup and going to user side, searching…finding, coming back, finding the same template… Now that is fixed.

Process zip file via web service

Using this functionality, CPQ user is notified by email when upload of ZIP file is finished.

When user uploads ZIP file, he is presented with message “This zip file will be processed and the result will be sent via email to you.” which means that files are being processed and he will be notified by email when upload is finished.

When email is received, it contains names of all files from uploaded ZIP file and status message which describes if a file is successfully uploaded or its extension or folder name is not correct which is the reason why stated file is not uploaded.

Ability to Manage Documents

Admin side

Ability to Manage Documents allows administrators to authorize specific users and permission groups to manage templates locally. Let's say a company with a regional administrator responsible for several different markets wants to authorize certain users in a specific market to create document templates. This feature makes that possible by enabling administrators to grant this authority by selecting permission groups. Step 1 enables administrators to select the permission groups (Figure U). These groups can include permission groups previously defined in CPQ, such as User Types, Companies, Markets and Brands. Administrators can also select individual users in the Manually Created Permission Groups box. Step 2 allows administrators to define a condition under which the selected permission groups will be able to manage this template.

User side

Once you have been given permission, a new page called Manage Global Document Templates will appear in the User Page (Figure V). By clicking it you can manage Output Templates and Section Templates of the documents that you have been delegated in the setup.

See Also

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