Template Management

1. Print Template

Customize the printing templates of each business object according to the business needs of the enterprise, and use the built-in sub-text editor to support flexible adjustment of the page layout. The business record data items can be brought into the editor by clicking, which is easy to operate and helps you print the ideal business documents.

1.1 PDF Template Management

• Preset Template: In order to facilitate the quick operation and use of printing templates for enterprises, ShareCRM has preset a set of printing templates for related business objects, you can use them directly, or copy a copy and modify it slightly.
• Default Template: You can configure multiple printing templates according to different usage scenarios, and specify a default template. When printing, the system will read the default template, and you can also change the template.
• The maximum number of printing templates can be set to 100. If you need to increase the number of printing templates, you can purchase the resource pack of printing templates. Each resource pack contains 50 printing templates.

1.1.1 New Template

• New Method
  • Copy from an existing template: Copy a copy from an existing template and create a new one directly, so that you only need to adjust the layout of the copied template and modify related fields, which simplifies operations and improves work efficiency.
  • Create a new template directly without copying: Open a blank page and draw a new template from scratch.
• Edit Template
  • Template Name: such as "Sales Order-Customer Confirmation Template".
  • Applicable Scope: the scope of employees who can use the template.
  • Template Editor: The built-in sub-text editor conforms to the word usage habits, and it is convenient and quick to edit the template layout.
    • Insert Layout: In order to make the printed document beautiful, you can insert a layout to arrange the elements in the template neatly. The layout specifies the rows and columns, but the associated lines are not displayed.
    • Insert Dynamic Table: For example, a sales order, there may be multiple products in an order, you can directly insert a dynamic table at this time, specify all the records of the sub-object under the main object at one time, and the system will automatically load the actual list of child records.
      • Support to insert total row
      • Self-incrementing Sequence Number: The dynamic table can be set to enable self-incrementing sequence number, and the system will automatically add an auto-incrementing sequence number column after enabling it.
      • The dynamic table adds a radio option for the business type, and the data under the specified business type can be printed out when printing.
      • Right-click to edit the dynamic form to change the business type of the corresponding dynamic form.
    • Insert QR Code: You can insert the QR code or custom QR code on the business object details page.
    • Insert Watermark: You can set the watermark text, font size, text direction, and transparency. Support image watermark and text watermark.
    • Header & footer: Support header and footer, you can insert constants, variable information or pictures.
    • Page Number: You can set the page number display position, alignment, page number format, etc.
    • Insert Business Object Field: When you need to insert a data item such as "Order Number" in the editor, just put the cursor on the position to be inserted, and then click "Order" under "Sales Order" on the left Number" field to insert the variable into the page layout. Simple operation, easy to use.
  • Associated Business Objects & Fields: In order to print a complete business document, we provide printing of all fields of the main object and associated business objects, including default fields, custom fields and system fields. For example, you need to print a "sales order" document to send to the account for confirmation. In this print template, you need to print the relevant fields of the main object "sales order", the list of products to be ordered, and the additional payment return information, etc. . Only in this way can a perfect printed document be combined.
• Word and PDF can be exported when printing.
• Supported Field Type:
  • Text type and selection type fields are filled with values ​​directly on print preview.
  • Image type: fixed picture size, display pictures.
  • Attachment Type: Only the attachment name is displayed.
• Data sources support global variables:
  • The data source on the left side of the designer has a separate category of "global variables"
• Permissions:
  • If the current employee does not have permission to print a field, it will not be displayed when printing.
  • If the current employee has no data authority for an associated object, it will not be displayed when printing.

1.1.2 Set as Default

In the template list, the template marked as "Default" is not the system default template. Set a certain template as the default printing template, so that you can directly preview and print according to the default template when printing.

1.1.3 Initialize

In the template list, the template marked as "preset" is the template preset by the system and cannot be deleted. The preset template is a standard template, which can be used directly by the enterprise, or modified and adjusted according to the business needs of the enterprise. After the preset template is adjusted, if you need to restore it, you can click "Initialize" to restore the preset record to the system preset template style layout.

1.1.4 Delete

If the print template is no longer used, it can be deleted directly.

1.2 Excel Template Management

Printing supports Excel templates (independent of the template designer), and you can directly upload Excel documents as print templates.

• There is a certain usage threshold, and variables need to be filled in the document.

• Table style adjustment is more convenient and quick.

• Not supported for now: image fields (fields that reference images), watermark function, header and footer page numbers do not support online printing (need to download and print).

• Steps:

  • To use an Excel template, click "New Excel Template" on the left

• First, you can select the object and download the preset Excel template. If you don’t know how to use the excel template, you can use the "How to make Excel" guide page to follow the steps to make the excel template

• Select the object, download the preset Excel template, if you don't use the preset template, write it yourself in Excel

• Then edit the template information offline, the variable can be queried through the variable generator, click copy to copy the variable to the document for use (be sure to ensure that the variable is complete, otherwise the variable will not work normally)

• Variables include field variables and related object list variables. The related object list variables are the variables of the objects associated with the object, which is similar to the dynamic table inserted in the original designer.

• The related object list variable is the variable of the object associated with the object, which is similar to the dynamic table inserted in the original designer
  In excel, you need to copy the list of related objects and insert the variables of related objects

• After editing the template, finally upload the template and fill in the basic information of the template. Note that the upload format is only .xls and .xlsx, and the file size cannot exceed 10Mb

1.3 Word Template Management

Printing supports word templates (independent of the template designer), and you can directly upload Word documents as print templates.

• There is a certain usage threshold, and variables need to be filled in the document.
• Document style adjustment is more convenient and quick.
• Steps:
  • To use a Word template, click "New Word Template" on the left

• First, you can select the object and download the preset Word template. If you don’t know how to use a Word template, you can use the "How to Make a Word" guide page to follow the steps to make a Word template

• Select the object, download the preset Word template, if you don't use the preset template, write it yourself in Word

• Then edit the template information offline, the variable can be queried through the variable generator, click copy to copy the variable to the document for use (be sure to ensure that the variable is complete, otherwise the variable will not work normally)

• Variables include field variables and related object list variables. The related object list variables are the variables of the objects associated with the object, which is similar to the dynamic table inserted in the original designer.

• After editing the template, finally upload the template and fill in the basic information of the template. Note that the upload format is only .doc and .docx, and the file size cannot exceed 10Mb

1.4 Batch Print

• You need to enable the function permission first, and the "Batch Print" button can be seen on the list page
  Two printing modes are supported:
  • Paper-saving Mode: the printed content is not printed according to the number of pages, and the next content follows the previous content.
  • Classic Mode: The printed content is printed page by page according to the number of pages. After setting, when previewing in the browser, the classic mode separates each page with horizontal line paging text.
  • Notes: Batch printing only supports PDF.

2. Email Template

Customize the email templates of each business object according to the company's own business needs, use the built-in sub-text editor, support flexible adjustment of page layout, standardize the sending of corporate information, save staff operating and learning costs, and increase the success rate of transactions. To improve the efficiency of enterprise operations, email templates combine workflow and smart forms to create the entire process of automatic marketing.

2.1 Email Template Management

• Objects that support printing templates: sales leads, accounts, contacts, opportunity, sales orders, payment, refund, return orders, invoice applications, products, contracts, payment details, price lists, marketing campaigns, work orders, goods, product, spec, spec value, and custom objects.

2.1.1 Template Designer

• Edit Template
  • Template Name: such as "Sales Order-Customer Confirmation Template".
  • Email Subject: When sending an email with a template, it will be automatically included in the subject of the email, and parameters can be inserted.
  • Applicable Scope: employees who have the right to use the template.
  • Template Editor: The built-in sub-text editor conforms to the word usage habits, and it is convenient and quick to edit the template layout.

    • Insert Smart Form: A link to a smart form of any object can be inserted in the email template, and the display text of the link can be set.

    • Insert Layout: Layout can be inserted to arrange the elements in the template neatly. The layout specifies the rows and columns, but the associated lines are not displayed.

    • Insert Dynamic Table: For example, a sales order, there may be multiple products in an order, at this time you can directly insert a dynamic table, specify all the records of the sub-object under the main object at one time, and the system will automatically load the actual when sending an email list of child records.

    • Insert Business Object Field: When you need to insert a data item such as "Order Number" in the editor, just put the cursor on the position to be inserted, and then click "Order" under "Sales Order" on the left Number" field to insert the variable into the page layout. Simple operation, easy to use.

  • Associated Business Objects & Fields: In order to send complete business data, we provide all fields of the main object and associated business objects, including default fields, custom fields and system fields. For example, if you need to send "Sales Order" information, in this email template, you need the relevant fields of the main object "Sales Order", a list of ordered products, additional payment return information, etc. Only in this way can a perfect email be put together.
• Supported Field Type:
  • Text type and selection type fields are filled with values ​​directly on print preview.
  • Attachment Type: Only the attachment name is displayed.
• Permissions:
  • If the current employee does not have permission to print a field, it will not be displayed when printing.
  • If the current employee has no data authority for an associated object, it will not be displayed when printing.

2.1.2 Delete

If the email template is no longer used, it can be deleted directly. However, email templates that have been invoked by workflows, approval flows, and business processes cannot be deleted.