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Knowledge Base/Features/Smart Docs/Smart Docs: Fields an...

Topics
Supported fields
Address fields and sub-fields
Product fields and tables
Templates and documents
Template naming
Template and document categories
Clear unpopulated document fields

Smart Docs: Fields and Templates

YS
Yssel Salas, June 13, 2022
Note: The Smart Docs feature is included on the Professional and Enterprise plans and is available for the Essential and Advanced plans as an add-on. Only users with Account Settings access are able to purchase the add-on for the company account.

Our Smart Docs feature helps you create proposals or quotes directly from the deal or contact Detail View. Knowing how fields and templates work beforehand will help you save even more time in your negotiation process.


Supported fields

Pipedrive fields are separated into two categories in each tab— Default and Custom fields.

To add Pipedrive fields to your template, you will need to copy and paste the field from the right-hand side of your template editor into the template body. The field will show in brackets "[ ]" in the template and automatically replace the deal data when the template is used for a document.


Address fields and sub-fields

It is possible to add the default address field of the organization or contact person into your templates and documents.

You can add the full address, or you can split it up to add only the specific address lines that you need.

Note: The address must be geo-coded and recognized by Google Maps. Learn more about address fields in this article.

Product fields and tables

Product fields will only work with a template if they exist inside a product table. First, copy and paste the table into your template body to add the product table. The table will auto-populate with a set of default product fields, but you can customize them to your preferences.

Note: Columns can be added to a product table, but not rows. The product table added to a template is generated automatically depending on how many products are linked to a deal, when a document for that deal is created. If you manually add another row to the table in the template, this will disrupt this process and prevent you from successfully generating a document from that template.

Due to the file type, product tables work differently in Spreadsheets and Slides. Learn more about product tables for those files in this article.


Templates and documents

A template can be created before you start creating documents and proposals for your deals or contacts. You can create a document directly, but we recommend first creating a template so you can save time for your future documents. You will find both options under the tab Documents in the Detail View.

Templates are not linked to specific deals or contacts or contact. For that reason, all the fields added to a template are always visible.

However, when generating and editing a document linked to a deal, you will be able to see only the fields that have data in that specific deal. If there is no information for a field that you have in your document, that specific field will not be available when editing the document.

In order to create a document with deal-specific fields, you must create it from within the deal's detail view. To create a document with person-specific fields, you must create it from the deal detail or person contact's detail view.


Template naming

When you create a new template, the system's first suggestion is to add a title. The title will be highlighted and ready to edit. The changes in the template are automatically saved.

When generating a document from a template, the document title will not have the name of the template and instead will have the Deal title, the date, and the hour when it was generated.

To keep your documents organized within the deal, you can add Pipedrive fields to the template title (i.e. the deal title). When generating a document from a template that has Pipedrive fields in the title, the original template title and the Pipedrive fields will be saved.


Template and document categories

To help organize your documents and templates you can give them a category. Choose from the existing categories of:

  • quotes
  • proposals
  • contracts
  • or create a custom category to fit with your business needs.

Clear unpopulated document fields

Note: This action is only available to users with Account Settings access.

If you create a document from a template and a deal or contact is missing any field information included in the template used, the field name placeholder will remain in the document.

To change this setting, go to Tools and apps > Smart Docs > Company settings and scroll down to find the option.

Once this option is enabled, if a field is missing information in the deal or contact, it will be blank when a document is created from a template.

Note: This is a company setting and the changes will be applied to all users.
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