Smart Docs: Fields and Templates
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.
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.
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.
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.
Due to the file type, product tables work differently in Spreadsheets and Slides. Learn more about product tables for those files in this article.
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.
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.
To help organize your documents and templates you can give them a category. Choose from the existing categories of:
- or create a custom category to fit with your business needs.
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.