For selected record types, you can define custom export document templates. In Microsoft Word or LibreOffice, you will create a docx file which will serve as a template for a Quote, Business Deal or other document type for your clients after uploading to raynet.
What kind of records can you create your own template for?
- Business Deal
- Quote
- Order
- Project
How do you turn on the new templates?
- After selecting your name, click Settings.
- Then, in the Settings panel, select Custom templates ► Create new template ► select a record type for which you want to create a new template (Business Deal, Quote, Order, Project).
- You can select one of the pre-made templates, or you can make your own template. Confirm everything by clicking Select. After selecting one of the options, the template is not active yet. It is only visible to you in the Settings and cannot be found in the export menu.
- You can download the selected template or upload a modified version of yours. After you upload the modified template, a preview with the currently filled data will be generated. If everything goes well, the resulting preview will be displayed. If the template contains errors, an error message
will be displayed, and details can be found in the downloaded docx file.
TIP: If you need to export documents with different headers, for example, if you have multiple branches, create a different template for each branch to export. Users can choose which document they need without complicated address rewriting.
- For templates, you can also freely edit the Name or Description. The CRM user will then see the name in the export options. The template does not appear in the export options until it is active.
- By default, the template is exported to docx format for users to edit. If you want to prevent this and the PDF format is more suitable for you, select the Generate to PDF check box in Settings.
- If you want to attach the exported document directly to the record, select the Generate attached file to the record option. It will be uploaded to the attachments in the format you selected in the previous step.
- Like the template name, you can edit the exported file name. You can use all parameters of the document. All you have to do now is save everything.
Create your own template
If you did not choose from pre-prepared templates and you want to create a document completely according to your ideas, select the Custom template option when selecting template templates.
Your template can be a regular Microsoft Word or LibreOffice document (file.docx), with special tags in the text that determine where and how the CRM data should be filled. There are three types of tags that you will use:
- Value
- Condition
- Cycle
Value
It is a tag that, after export, fills a value into the document according to how the field in CRM is filled. You insert the fields that you want to get into the document in the template using a so-called parameter. Thus, for example, the field Quote code has the value QUO-20-005 in CRM and you insert it into the template using the parameter {code}.
You will find a list of usable parameters in the settings of each individual template.
Condition
The condition allows you to treat parts of the text so that they are written into the exported document only if they are also filled in in CRM. For example, the Note field next to the Menu appears in the document if text is typed in it.
You will again find a list of possible conditions in the parameters for a specific record type. Each condition is defined by a so-called opening and closing mark. The name of the opening tag is followed by a hash # and the closing tag is followed by a slash, eg {#hasDescription} ... {/ hasDescription}. For each value, there is a parameter with the prefix has, which can be used to test whether the value is filled or not.
Cycle
The cycle mark allows you to repeat parts of the text. This can be useful, for example, when listing products in the Menu. It is enough to define everything once, whether there is only one product or thirty of them in the menu, the correct values are always added thanks to the cycle.
Like the condition tag, the text is placed between the opening and closing tags. The name of the opening mark is supplemented by a hash character # and the closing mark is supplemented by a slash. For example: {#items} ... {/ items}.
Clever goodies when creating a template
- Edit the document template with the control characters turned on. This will allow you to better format the document layout.
- Before the final upload of the template, adjust the meta information of the docx document so that the exported document is only "yours".
- If you need to add a parameter to return the number of rows of items, use this format:
- Use a font that is commonly used. When using special fonts, the document may be unreadable to another user if the fonts are not installed.