Quickly create orders using templates that update details automatically.
This article covers:
- Where to find document templates
- How to create custom document templates
- How to edit or delete existing custom templates
- How to populate templates with dynamic data (tags)
- Full list of document tags
- How to use a document template for an order
- How to add tags to a Word document
Where to find document templates
Click Settings → CRM → Document templates:
How to create custom document templates
- Scroll to Custom templates and click +Create template:
- In the Details tab:
- Enter a template name
- Click the dropdown to select or limit the roles that can use the template. Existing child roles don't inherit the parent role's access to documents. You'll need to add each child role separately to give them access.
- Tick or untick the Activate template box to make the template available/unavailable when it's saved: - Click the Design tab or Next step Design to continue:
- Select the number of cells for the first row:
- Select the first cell you want to edit and select text, image or product table:
- Depending on your cell choice, you have different ways to customise.
Customising text cells
You can customise:
- Text alignment
- Change padding
- Toggle to set the cell background colour
Click Select image to add images from your Image bank or your computer:
Customising image cells
You can adjust image width (1), align (2), and add a link for users to visit when they click (3):
To include a caption underneath the image, click the toggle next to Show text field underneath the image:
Customising product tables
To add a product table, select a full row:
When you select a product table, Upsales gives you a basic template to customise.
You can include 1 product table per template, with a maximum 5 columns per product table
Click the toggle to include/exclude, click to align left or right, click and hold to rearrange, and click to rename (this is useful for custom fields):
To add a column, click Add column:
You can choose a behaviour tag and customise the column name:
Other toggle options:
- Price summation: Displays order and total prices
- Product description: Displays below the product name
- Discounts included: Include product discounts
- To add more rows, hover where you want to insert and click the + that appears:
- To edit the row of cells, click the Row tab:
- This includes a toggle to set the row as full width of the document:
- To edit all rows and cells, click the Settings icon:
- To adjust header, footer, and add page margins to the top and bottom of the template, click the toggles:
- You can also insert dynamic data that automatically updates based on the information you have in Upsales. Click Available tags and select from Order, Company, and Contact:
View full list of tags below
How to edit or delete existing custom templates
Hover over the template and click the edit or delete icon:
How to upload your templates
You can upload your own templates.
Either create these from scratch, or download and edit the two Upsales templates:
After you have created the document for upload:
- Click New template:
- Add the template name
- Select if you want to restrict permission access to specific roles
- Select where the template is available to be used (from Orders, Subscriptions, Companies and contacts, or Activities)
- Drag the file to be uploaded or click Select from computer:
How to populate templates with dynamic data (tags)
You can make your document templates automatically update with the right information every time. For example, company name, customer name, product, date, plus much more. It's done using tags.
In the example below. tags are highlighted in grey and will update dynamically. You just need to have the data in Upsales for the tag:
How to view available tags
- Click Settings → CRM → Document templates
- Click 'Show list of available tags':
- Copy & paste the chosen tag into your document template
Full list of document tags
Company tags
| Company: ID | Cl_ID |
| Company: Name | Cl_Name |
| Company: Phone | Cl_Phone |
| Company: Fax | Cl_Fax |
| Company: Webpage | Cl_Web |
| Company: Notes | Cl_Notes |
| Company: User | Cl_User |
| Postal address: Street |
Cl_Address |
| Postal address: Post code | Cl_Zipcode |
| Postal address: City | Cl_City |
| Postal address: State | Cl_State |
| Postal address: Country | Cl_Country |
| Visit address: Street | Cl_Address_Visiting |
| Visit address: Post code | Cl_Zipcode_Visiting |
| Visit address: City | Cl_City_Visiting |
| Visit address: State | Cl_State_Visiting |
| Visit address: Country | Cl_Country_Visiting |
| Invoice address: Street | Cl_Address_Invoice |
| Invoice address: Post code | Cl_Zipcode_Invoice |
| Invoice address: City | Cl_City_Invoice |
| Invoice address: State | Cl_State_Invoice |
| Invoice address: Country | Cl_Country_Invoice |
| Delivery address | Cl_Address_Delivery |
| Delivery address: Post code | Cl_Zipcode_Delivery |
| Delivery address: City | Cl_City_Delivery |
| Delivery address: State | Cl_State_Delivery |
| Delivery address: Country | Cl_Country_Delivery |
| Other address: Street | Cl_Address_Other |
| Other address: Post code | Cl_Zipcode_Other |
| Other address: City | Cl_City_Other |
| Other address: State | Cl_State_Other |
| Other address: Country | Cl_Country_Other |
Contact tags
| Contact ID | Co_ID |
| Contact Name |
Co_Name |
| Contact Phone |
Co_Phone |
| Contact Mobile phone |
Co_Cellphone |
| Contact Email |
Co_Email |
| Contact Title |
Co_Title |
| Contact Notes | Co_Notes |
Date tags
| Today | Today |
| Today +10 days | Today_Plus_10 |
| Today +15 days | Today_Plus_15 |
| Today +20 days | Today_Plus_20 |
| Today +30 days | Today_Plus_30 |
| Today +38 days | Today_Plus_38 |
| tag.general.lastday | LastDay |
Activity & appointment tags
| Activity/appointment: ID | Act_ID |
| Activity/appointment: Date | Act_Date |
| Appointment: Time | Act_Time |
| Activity/appointment: Description | Act_Description |
| Activity/appointment: User | Act_User |
| Activity/appointment: Type | Act_Type |
| Activity/appointment: Notes | Act_Notes |
| tag.activity.classic.contact | Meeting_Contact_Names |
| Campaign name | Project_Name |
| Campaign quota | Project_Quota |
| tag.project.prefix.quotanc | Project_Quota_NC |
| Campaign Start date | Project_StartDate |
| Campaign End date | Project_EndDate |
| Campaign Notes | Project_Notes |
Order tags
| ID | Order_ID |
| Description | Order_Description |
| Notes | Order_Notes |
| Date | Order_Date |
| Close date | Order_Close_Date |
| Order total value | Order_Total |
| tag.order.ordervalue.nc | Order_Total_NC |
| tag.order.ordervalue.vat25 | Order_Total_VAT25 |
| tag.order.ordervalue.vat25.nc | Order_Total_VAT25_NC |
| tag.order.ordervalue.vat12 | Order_Total_VAT12 |
| tag.order.ordervalue.vat12.nc | Order_Total_VAT12_NC |
| tag.order.ordervalue.vat6 | Order_Total_VAT6 |
| tag.order.ordervalue.vat6.nc | Order_Total_VAT6_NC |
| tag.order.osc.id | OCR_ID |
| tag.order.osc.name | OCR_Name |
| tag.order.osc.address | OCR_Address |
| tag.order.osc.zipcode | OCR_Zipcode |
| tag.order.osc.state | OCR_State |
| tag.order.osc.phone | OCR_Phone |
| tag.order.osc.fax | OCR_Fax |
| tag.order.osc.web | OCR_Web |
| tag.order.osc.notes | OCR_Notes |
| tag.order.osc.user | OCR_User |
| tag.order.products.tablestart | TableStart_Products |
| tag.order.products.tableend | TableEnd_Products |
| User full name | Order_User |
| User email | Order_User_Email |
| User phone | Order_User_Phone |
| User mobile phone | Order_User_CellPhone |
| User title | Order_User_Title |
| User address | Order_User_Address |
| User post code | Order_User_Zipcode |
| User state | Order_User_State |
| Product name | Prod_Name |
| Product quantity | Prod_Quantity |
| Product quantity with decimals | Prod_Decimals_Quantity |
| Product price | Prod_Price |
| tag.order.product.price.nc | Prod_Price_NC |
| tag.order.product.sum | Prod_Sum |
| tag.order.product.sum.nc | Prod_Sum_NC |
| tag.order.product.category.name | Prod_Cat_Name |
| Total discount | Total_Discount |
| tag.order.discount.nc | Total_Discount_NC |
| Product discount | Product_Discount |
| tag.order.product.discount.nc | Product_Discount_NC |
| tag.order.product.listprice.sum | Product_ListPrice_Sum |
| tag.order.product.listprice.sum.nc | Product_ListPrice_Sum_NC |
| Order listprice | Order_ListPrice |
| tag.order.listprice.sum.nc | Order_ListPrice_NC |
| tag.order.product.discount.percentage | Product_Discount_Percentage |
| tag.order.discount.percentage | Total_Discount_Percentage |
| tag.order.quantity | Order_Total_Quantity |
| tag.order.product.listprice | Prod_ListPrice |
| tag.order.product.listprice.nc | Prod_ListPrice_NC |
| tag.order.product.vat25 | Prod_Sum_VAT25 |
| tag.order.product.vat25.nc | Prod_Sum_VAT25_NC |
| tag.order.project.name | Project_Name |
| tag.order.project.quota | Project_Quota |
| tag.order.project.quota.nc | Project_Quota_NC |
| tag.order.project.startdate | Project_StartDate |
| tag.order.project.endate | Project_EndDate |
| tag.order.project.notes | Project_Notes |
| tag.order.listprice | Total_ListPrice_Sum |
| tag.order.listprice.nc | Total_ListPrice_Sum_NC |
| tag.order.idDescription | Order_ID |
| tag.orderDescription | Order_Description |
| tag.order.notes | Order_Notes |
| tag.order.date | Order_Date |
| tag.order.closedate | Order_Close_Date |
| tag.order.ordervalue | Order_Total |
| tag.order.ordervalue.nc | Order_Total_NC |
| tag.order.ordervalue.vat25 | Order_Total_VAT25 |
| tag.order.ordervalue.vat25.nc | Order_Total_VAT25_NC |
| tag.order.ordervalue.vat12 | Order_Total_VAT12 |
| tag.order.ordervalue.vat12.nc | Order_Total_VAT12_NC |
| tag.order.ordervalue.vat6 | Order_Total_VAT6 |
| tag.order.ordervalue.vat6.nc | Order_Total_VAT6_NC |
| tag.order.osc.id | OCR_ID |
| tag.order.osc.name | OCR_Name |
| tag.order.osc.address | OCR_Address |
| tag.order.osc.zipcode | OCR_Zipcode |
| tag.order.osc.state | OCR_State |
| tag.order.osc.phone | OCR_Phone |
| tag.order.osc.fax | OCR_Fax |
| tag.order.osc.web | OCR_Web |
| tag.order.osc.notes | OCR_Notes |
| tag.order.osc.user | OCR_User |
| tag.order.products.tablestart | TableStart:Products |
| tag.order.products.tableend | TableEnd:Products |
| tag.order.user.name | Order_User |
| tag.order.user.email | Order_User_Email |
| tag.order.user.phone | Order_User_Phone |
| tag.order.user.cellphone | Order_User_CellPhone |
| tag.order.user.title | Order_User_Title |
| tag.order.user.address | Order_User_Address |
| tag.order.user.zipcode | Order_User_Zipcode |
| tag.order.user.state | Order_User_State |
| tag.order.product.name | Prod_Name |
| tag.order.product.quantity | Prod_Quantity |
| tag.order.product.quantity.decimals | Prod_Decimals_Quantity |
| tag.order.product.price | Prod_Price |
| tag.order.product.price.nc | Prod_Price_NC |
| tag.order.product.sum | Prod_Sum |
| tag.order.product.sum.nc | Prod_Sum_NC |
| tag.order.product.category.name | Prod_Cat_Name |
| tag.order.discount | Total_Discount |
| tag.order.discount.nc | Total_Discount_NC |
| tag.order.product.discount | Product_Discount |
| tag.order.product.discount.nc | Product_Discount_NC |
| tag.order.product.listprice.sum | Product_ListPrice_Sum |
| tag.order.product.listprice.sum.nc | Product_ListPrice_Sum_NC |
| tag.order.listprice.sum | Order_ListPrice |
| tag.order.listprice.sum.nc | Order_ListPrice_NC |
| tag.order.product.discount.percentage | Product_Discount_Percentage |
| tag.order.discount.percentage | Total_Discount_Percentage |
| tag.order.quantity | Order_Total_Quantity |
| tag.order.product.listprice | Prod_ListPrice |
| tag.order.product.listprice.nc | Prod_ListPrice_NC |
| tag.order.product.vat25 | Prod_Sum_VAT25 |
| tag.order.product.vat25.nc | Prod_Sum_VAT25_NC |
| tag.order.project.name | Project_Name |
| tag.order.project.quota | Project_Quota |
| tag.order.project.quota.nc | Project_Quota_NC |
| tag.order.project.startdate | Project_StartDate |
| tag.order.project.endate | Project_EndDate |
| tag.order.project.notes | Project_Notes |
| tag.order.listprice | Total_ListPrice_Sum |
| tag.order.listprice.nc | Total_ListPrice_Sum_NC |
Subscription tags
| Subscription ID | Agreement_ID |
| Subscription Description | Agreement_Description |
| Subscription Start date | Agreement_Startdate |
| Subscription End date | Agreement_Enddate |
| Subscription Invoice Start Date | Agreement_Invoice_Startdate |
| Subscription Invoice Start Date + 1 year | Agreement_Invoice_Startdate_Plus1Year |
| Subscription Renewal date | Agreement_Renewal_Date |
| tag.agreement.agreementrenewaldate.activity | Agreement_Renewal_Activity_Created_Date |
| tag.agreement.agreementnextorderdate | Agreement_Next_Order_Date |
| tag.agreement.agreementintervaltype | Agreement_Interval_Type |
| tag.agreement.agreementintervalperiod | Agreement_Interval_Period |
| tag.agreementDescription | Agreement_Order_Description |
| Agreement notes |
Agreement_Notes |
| tag.agreement.agreementregistrationdate | Agreement_Registration_Datetime |
| tag.agreement.agreementmodification | Agreement_Modification_Datetime |
| Agreement Discount percentage |
Agreement_Total_Discount_Percentage |
| Agreement Total value |
Agreement_Total_Value |
| tag.agreement.value.nc | Agreement_Total_Value_NC |
| tag.agreement.value.vat25 | Agreement_Total_Value_VAT25 |
| tag.agreement.value.vat25.nc | Agreement_Total_Value_VAT25_NC |
| tag.agreement.order.value | Agreement_Order_Value |
| tag.agreement.order.value.nc | Agreement_Order_Value_NC |
| tag.agreement.order.value.vat25 | Agreement_Order_Value_VAT25 |
| tag.agreement.order.value.vat25.nc | Agreement_Order_Value_VAT25_NC |
| tag.agreement.order.listprice | Agreement_Order_Listprice |
| tag.agreement.order.listprice.nc | Agreement_Order_Listprice_NC |
| Subscription user name | Agreement_User_Name |
| Subscription user email | Agreement_User_Email |
| Subscription user phone | Agreement_User_Phone |
| Subscription user mobile phone | Agreement_User_Cellphone |
| Subscription user title | Agreement_User_Title |
| Subscription user address | Agreement_User_Address |
| Subscription user post code |
Agreement_User_Zipcode |
| Subscription user state |
Agreement_User_State |
| tag.agreement.products.tablestart | TableStart_Agreement_Products |
| tag.agreement.products.tableend | TableEnd_Agreement_Products |
| Subscription product name |
Agreement_Product_Name |
| Subscription product quantity |
Agreement_Product_Quantity |
| Subscription product price | Agreement_Product_Price |
| Subscription product price per item | Agreement_Product_Per_Item_Price |
| Subscription product list price |
Agreement_Product_Listprice |
| Subscription product list price per item | Agreement_Product_Per_Item_Listprice |
| Subscription product discount |
Agreement_Product_Discount |
| Subscription product discount per item | Agreement_Product_Per_Item_Discount |
| Subscription product discount (%) |
Agreement_Product_Percentage_Discount |
| Subscription product total value |
Agreement_Product_Value |
| Subscription product value with 25% VAT |
Agreement_Product_VAT25_Value |
| Category name of subscription product |
Agreement_Product_Product_Category_Name |
| Subscription products total value | Agreement_Product_Total_Value |
| Subscription product total value with 25% VAT |
Agreement_Product_Total_VAT25_Value |
| Subscription product total discount | Agreement_Product_Total_Discount |
| Subscription product total discount with 25% VAT |
Agreement_Product_Total_VAT25_Discount |
| tag.agreement.productcategories.tablestart | TableStart_Agreement_Product_Categories |
| tag.agreement.productcategories.tableend | TableEnd_Agreement_Product_Categories |
| Subscription product category name | Agreement_Product_Category_Name |
| Subscription product category value |
Agreement_Product_Category_Value |
| Subscription product category value with 25% VAT |
Agreement_Product_Category_Value_VAT25 |
How to use a document template for an order
When you create an order, click Create document and select your template:
How to add tags to a Word document
- Copy the tag from the list above
- Open Word
- Click where you want the tag to appear in the Word document
- Click Insert in the toolbar
- Click Quick parts → Field:
- Click MergeField
- Under Field name, enter the tag (the example below uses the tag for company name, Cl_Name):
- Click OK
- Repeat for every tag
- Save the document
You can also add JPG images, such as your logo, in the header.