Mark CRM Implementation Proposal Template Made Easy

E sign crm implementation proposal template

welcome everyone to this week's Wednesday webinar today we're going to be talking about creating word templates within CRM now why use a word template and kind of what it is they really are just a shell document that you're gonna create within word but it pulls data fields from CRM and you could dictate which data fields you want to pull in it just eliminates having to manually type things out or you take data from and try and plug it in to other documents it's completely customizable a lot of people like to use them because you can add logos and such things to that for when you're gonna give like a customer or a vendor some sort of documentation some of the things that I've seen word templates used for is handing over like a case or an opportunity to like a production team similar to like a work order which there are work orders and things like that within CRM but a lot of times people use this when the production team either needs to take something physical like out to a field or to a warehouse or if your production team doesn't have CRM license access it's a way to pull that data and hand it over to them we also see it with estimates or quotes there is a quote entity within CRM but a lot of times that's just you know the screen that you use interview for entering but if you want something a little more formal to print out for a customer and send to them that's you would use a word document in those types of cases and another thing I've seen is like drafted letters the clients whether it's you know a thank-you letter or maybe like a welcome letter or info kit you know containing like logins or setup information you know you really can use it for anything that you might need a document for that you need to pull that living data from the CRM one thing with word templates is that they only can be used on one record at a time so I know CRM also has like excel templates that is pulling a list of information word templates always going to be just one record at a time so looking at the basic steps to create a template and we're going to do a demo of this in just a moment but so you have two steps here the first important thing is to make sure that you have the Developer tab turned on within Microsoft Word and I'll show you how to do that here in just a moment that is what enables you to get to the data feels into the XML mapping to pull in those CRM data fields we're gonna download the template from the CRM select all the entities data fields that you want we're going to create it and then we're gonna upload it back into CRM so it's a very basic set of steps but let's go ahead and dive into it so you can see how it would work the first thing I want to take a look at here is I've just got a blank Word document up and I mentioned having the Developer tab and you can see here along my toolbar I don't have a Developer tab Shoei and a lot of times that isn't one that's always turned on so unless you turn on you may not see it so if you go to file options I'm gonna go to customize ribbon and on the main tabs you can see the developer option and I'm just going to check mark that click OK and now you can see that I have this Developer tab as well okay so within CRM here for the demo today we're gonna look at an opportunity and really you can create a word template on any entity we're just going to use an opportunity for today and on a little ellipsis here you can see word templates is an option and we're gonna go to create our word template and here you actually could select to do an excel or a word template but we're doing a word template we want the entity to be opportunities so we're gonna select that entity and now on this screen you also want to select related entities that you want to use their data as well so for instance this we're using an opportunity but we we may want to get information from say the account or the contact things like that so within this these are all the relationships that are set up between other entities and your opportunity well with our opportunity here so the first thing I want to do is I want to select an account you can see there's multiple ones here and an important thing to note when creating microsoft word templates is that everything is in its schema name so you do need to know from your forms you know what schema name is that so you can see grayed off here I want to pull account contact information so I need to know what schema names are for these two boxes so in my example it's this parent account and then we have a parent contact and some of the other ones you know if you use a price list if you're doing like a quote or you know anything that is related the other thing I'm going to pick is I want the user that is our owning user so I'm going to go ahead and download the template here and we'll open it up and I'm gonna enable editing so it's just like any other blank Word document we're gonna go to that Developer tab and we're going to turn on this XML mapping pane so here off to the right side it just has some core properties but now since we download this template in this drop down you should see the u RN Microsoft CRM so if we select that you can now see opportunity that was our original entity we selected and if we expand that these are all the fields that our CRM has for an opportunity and at the very bottom you can see here are those related entities our owning user our parents account and our parent contact and if we expand any of these that gives us all the fields for that entity so it can be a lot to go through when you're looking at the XML map in pain and again everything is in this schema name so it is important that you know what feels you're looking to pull from okay well let's go ahead and create a quick little document here the first thing I want to do is I'm going to go ahead and insert our logo that's the number one reason people usually use templates so they can put their logo on something so we'll insert our logo and we're just going to create a simple letter for this demo here and we're gonna say we want to pull the contact name and ours is under parent contact ID and we want the name and you right-click on any field you want to pull in so I'm gonna right-click on this insert the content and I'm going to choose plain text the reason I recommend using plain text over rich text is the plain text it doesn't have any formatting associated with it so it's easier for everyone to use sometimes if you have a template that has like rich text it has that formatting attached to it not all users are able to view that right away they have to have the rich text enabled so I always recommend using plain text and we can see it's popped up a box with that so we're gonna do parent contact ID name and then we're gonna add in the account name the same way and then one of the reasons I pulled over those other entities is I also want to put the address is something that I want to be able to print out and give to like a receptionist or something to mail out for me so I want to make sure all information is on there so from the contact here I am gonna pull their address 1 and anytime you're dealing with an address field if you want all of it look for composite that adds all your address 1 fields together so you've got name company and address in there so now I'm just gonna type up a quick letter and I'm gonna say dear and instead of repeating the contacts full name one of the fields within your contact is a first name so we're gonna go ahead and pull that one in okay dear first name we're gonna say thank them for their recent purchase probably don't need to redo the company name but we want to have a letter that's a little bit long here and then we're just gonna let them know that a welcome kit will be mailed to them okay and really this can be anything you want a lot of times like I said you know a welcome letter is usually popular it has a lot of like the legal disclaimers things like that so they can be really long it's always important that you're checking either with like an executive team or if you have a legal team we don't when creating things like this to make sure you're not anything written you would be liable for so always good to think that through so we're gonna say if you have any questions email me and with this this is why I grab the user information what I'm gonna do in our user profile I'm doing an email but if your company adds in like phone numbers I've seen some companies that do that have phone numbers in their user profiles as well maybe like their office lines you could input a phone number that it would pull for that owning user so you wouldn't have to look that up for the sake of this we are going to go ahead and do an email or call me and we'll stay this is an office number and then we'll just end the letter and from that owning user what I'm actually do is under opportunity I'm just going to select owning user and that'll put who the owner is of that opportunity their name here okay now I'm gonna go ahead and save this okay so we have a really basic template put together and now what we want to do is we're going to add it back into the CRM so we can begin to use that so let's go back to your CRM here now there's two different types of templates you can do you can have a personal template or you can have ones at the organization level that others can use so that's something to always consider as well if you're entering it as a personal template here within the opportunity in the same place that we downloaded the template to create we're gonna go to create word template but now we're gonna go ahead and upload and we're gonna go ahead and pull that here we're gonna upload you can see it's activated you can rename it I'm just gonna say this is the personal template and we'll save that okay now if you wanted to upload something to be at the organizational level you go to settings templates and templates and then we would upload a template from here so I'm actually gonna browse and pull that same file to upload and this one I'm gonna go ahead and name organizational just so we can tell oops if I can type there we go okay so let's go ahead go back to our opportunity here and now when we go to word templates hasn't updated I know sometimes when you're creating templates right away you have to refresh the page a couple times sometimes you do even need to log out of the system but I'm hoping that this will update for us just by refreshing okay so now we can see the templates the one that we down are uploaded to the organizational level you see it's under just word templates and then if you have personal templates it just says personal word templates so let's go ahead and do the organizational one and here you can see what it looks like when that data is filled in so we can see it's got the contact name Jenny Johnson you count their address your Jenny all the information we typed in it pulled in my email address and pulled in my name as the owning user so that's just how you can have it automatically fill in from those data fields you know if you're doing quotes or things like that you can have it pulling in quote information price information you can create tables and you know anything that you really can do in Microsoft Word you can create in this template and pull those fields in so now that we've seen how these templates work let's just take a look at managing templates so you can wind up if you just start adding the thing with lets's they're not easy to edit you can't go into for example here we'll go into the organizational templates so if we pull up this opportunity when we just did we can't go in and edit the word document the shell you can't just update so if you need to make some changes to what you have written or the fields you're pulling in you need to upload a new template and then you would need to deactivate this one so it's very easy here for the system templates when you're within this document templates all of them are here so we could go to like this opportunity organizational one where it says edit that just opens this telling us if it's activated or not you can deactivate it you can delete it I usually don't recommend deleting things unless they were completely done an error if you're just updating it I always recommend deactivating it so you have that historical data of here's a template we used previously when you deactivate something it is in the status of draft now for personal templates that you've created those are a little bit more obscure to find you go to your advanced filter area here and you can see it's on document templates because that's what we were in but if we look at the results here for the document templates we're not going to see our personal one we're just gonna see all the organizational ones so what you're looking for in this list is going to be personal document templates show our results and here's where we can see that personal template that we that we uploaded and from here you can deactivate it if you edit it it just pulls up that box again that shows if it's active or not you can share it with other users so maybe you have just a team of three that you want to use one particular template you could have it be a personal template with for maybe a manager and share it with the team you can assign it to other people if you want to create it and then not have it a personal template you can just move it over to someone else by assigning it to them and you can deactivate and delete them you don't have to pull them up to take that attacks on them you can delete and deactivate from here share as well and assign as well so all of those options are available within this advanced filter area so really word templates they're pretty straightforward a lot of this just gonna go into you know what exactly you want to create what you want to have out there and when you might have a use for it I know in this day and age a lot of us are moving more to you know all electronic we want to do emails or you know data just stored electronically we don't like to deal with a lot of paper so really think through your process if when you might need something or Word documents they can be saved and attached via email if you want but really a lot of times it's used for printing out things that you may want customer-facing because you can create them a little more formal and add in your logo does anybody have any questions well if you do have any questions afterwards feel free to reach out to me and I would definitely help you through creating word templates thank you so much for attending today and everybody have a great day