Managing Quote Templates by Local Administrator – CPQ Online Help

Managing Quote Templates by Local Administrator

Quote templates can be 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.
Local Quote templates are managed and administered through User Page→Manage Document Templates. Document generation templates page lists all currently defined local templates. New document template can be added by clicking on Add New button. Existing templates can be edited or deleted by selecting the template from the list.

Document Generation Template List


Defining New/Editing Existing Template

On template definition page you can specify template name, template description and document associated with template. This page also shows who and when was template created and last modified.

Document Template definition

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 click on Activate link. This can be useful when you upload a new document, but you want 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. It allows you to specify quote number to use for preview and preview output will always be generated as a pdf with a watermark text “PREVIEW”.

Document file revision preview


If you want to share this template with others in your company, you can check the Share with users from my company and brand checkbox. Users from your company will see this template on template selection page under Company Template section.

You can also specify if template should be generated in default format (as specified by the administrator) or user can choose between Word and PDF format

The second tab has the same functionality as the Additional tab on Document Generation Templates page (admin side). For more info go to Managing Quote Templates page.

Additional Files



Local vs System admin


Formula (deffined in Included File(s) field) may return names for one or more files. CPQ will look for these files first in folders where user’s local admin stores his/hers content document. Logic for file search will be:

  • CPQ will first look in folders that belong to local admins from quote owner’s company and the same brand. This means that CPQ will first look in all folders used for storing content documents that belong to users from the same company and brand as those of the quote owner.If file is found there, CPQ will display file to the user.
  • If specified file name is not found in content file folders for local admins, CPQ will look in content file folder that belongs to system admin. If file is found there, CPQ will display file to the user.
  • If file is not found in any of content folders (belonging to quote owner’s local admins nor system admin), file will not be displayed to the user.

Next to each file, CPQ will display file description. Admin may define file description as formula, and this formula will be evaluated for each file displayed to user.

Manage Content Documents by Local Administrator

Additional content documents which can be used as included files in quote templates are managed on User Page→Manage Content Documents page. Local Administrator can only manage their own content documents. To upload a new document, click on Add New button. To reupload an existing document click on edit link next to that document. You can also preview the document by clicking on Preview link or delete the document by clicking on Delete link.

Manage Content Documents


See Also

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