Download an Opportunity into a Quote template

To download a Opportunity you must first create a Microsoft Office Word template which you will then populate with the Opportunity information, the procedure only takes a few minutes simply open a blank Word document and include the following keywords where needed in the document and then save it as a (.docx) file.

RealtimeCRM allows you to also upload and save the template to RealtimeCRM for later use by Administrators where it can be accessed later on by all Users as well saving you time and allowing for deeper integration of RealtimeCRM into your workflow.

Keywords which are recognised by RealtimeCRM:

  • {opportunityName} – Opportunity name
  • {opportunityDescription} – Opportunity description
  • {opportunityNumber} – Opportunity RealtimeCRM ID number
  • {opportunityValue} – Opportunity Value
  • {currentUserName} – The current user name
  • {companyName} – Company name (if provided)
  • {companyFormattedAddress} – Address of company (if provided)
  • {contactName} – Company contact name (if provided)
  • {date} – The date that the template is generated on
  • {salesManager} – The opportunity’s sales manager name

For each line item, you can specify the following tags

  • {name} – The name of the line item
  • {description} – The description of the line item
  • {value} – The value of the line item
  • {quantity} – The quantity of the line item
  • {total} – The total cost of the line item

You can loop through multiple items in your template by wrapping them as follows:

{#lineItems} {name} {quantity} {value} {total} {/lineItems}

To find all the keywords used by RealtimeCRM simply click the Create document button in the relevant Opportunity record and then click How does this work? from the drop down menu. There you will find a list of keywords and what they will import into your Opportunity Quote template.

Here we’ve created a simple Quote template that we will use in our example, the keywords will soon be replaced by the relevant corresponding information in the Opportunity once we come round to downloading it.

Downloading your Opportunity into the template

Now that you have set up your Microsoft Word Template save it as a (.docx) file making a note of which folder you have saved it to. Once it has been saved then complete the following steps:

  • Click on the Opportunities panel in the left hand side bar
  • Select the Opportunity record whose information you wish to download into the template
  • Once inside the relevant Contact record click the Create document button and select Use Word document from your computer from the drop-down menu. This will allow you to use the template to download the record details into it
  • A dialog box should open and you should select the relevant Microsoft Word template by double clicking it
  • The Opportunity information should now be downloaded into the template
  • If you save the template with the keywords replaced in the same location as the original template file then ‘(1)’ will be added onto the filename to differentiate it.

If you open your newly downloaded template you should see the keywords replaced with the relevant Project information as below:

Uploading your template to RealtimeCRM for later use

You must have Administrator privileges to be able to upload and save templates to RealtimeCRM but once uploaded they can be accessed by all Users. So for example, if you have a quote template as an Administrator you can save it for later use in RealtimeCRM against your Opportunity records so that whenever any user next enters an Opportunity record it will be there in the list of saved templates ready for use without them having to upload again every time they want to use it.

  • Once inside the relevant record click Create document and then from the drop down menu select + Add Word document as a new template. If you’re not able to see this option it’s because you don’t have Administrator privileges and will have to contact your account Administrator in order to change your account type to an Administrator
  • A dialog box will open allowing you to find and select your desired template
  • Once you’ve done that the template will be uploaded and saved to RealtimeCRM available for later use
  • If you want to remove a saved template from RealtimeCRM simply click next to the file name of the template in the list