Downloading Company information into a template

RealtimeCRM enables you to download Company information into pre-prepared template letters or envelope addressee labels thus saving you from having to fill in the information manually.

In this example we will go through the process of creating a simple addressee label to put on envelopes to be sent out to your customers, you can of course create your own templates but please note that RealtimeCRM only accepts templates of the (.docx) file type.

Construct your template

To be able to bring the relevant information form the Company record into your template RealtimeCRM uses certain keywords such as:

  • {name} – Company name
  • {address} – 1st line of company address

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

Here we’ve created an addressee label template as our example, the keywords will soon be replaced by the relevant corresponding information in the Company record once we come round to downloading it.

Downloading your Company information 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 Companies panel in the left hand sidebar
  • Select the Company whose information you wish to download into the template
  • Once inside the relevant Company record click the  Create document  button and select Use Word document from your computer from the drop-down menu
  • A dialog box should open and you should select the relevant Microsoft Word template by double clicking it
  • The Company information should now be downloaded into the template

If you open your newly downloaded template you should see the keywords replaced with the relevant Contact 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. You are able to save templates against any type of record including Project records.

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
  • The procedure is identical for Opportunity, Project, Contact and Company records when saving templates