Sales Docs are templates (Forms) that permitted users can access from the Dashboard to quickly build complete sales, proposal, or other document through simple on-screen selections.
Users with the Build Sales Docs permission enabled can create new templates and edit existing templates in this module.
The creation of sales docs is a five step process:
1. Plan: decide what information will be included in the template
2. Create: add the new form and create the underlying database table
3. Categorize: add categories (sections) that provide structure
4. Build: add questions or definition statements used to make selections by users
5. Assign: select the documents to be included in the template
The planning stage is important because it will save you time when it comes time to create the template. The best way to plan is to deconstruct a sales or proposal document that already exists. As you deconstruct the document, compose a document that includes the following:
- An outline
of the categories (sections) that make up the template
- A list
of questions or definition statements under the appropriate category
of existing search records associated with each question or statement
- A list
of other documents to include at the appropriate question/statement location
1. From the main menu, click on Sales Docs.
2. Click the New Form button.
Using the numbered items, follow the steps below the screen shot.
3. In the Form name field, enter a name for the form (end users will see this in the picklist).
4. In the Database table name field, enter a the same name as the Form name but remove the spaces (this is an internal database name and will not be seen by end users).
5. Select an option from the Document Type – Word Document or Power Point Document.
6. De-select user groups from the Group Permissions to designate the form for applicable end users.
7. Click Save.
Categories help organize the questions or statements to make it easier for end users to build documents from the form.
1. Click on the Categories tab.
2. In the Category text field, enter a category name and click Add Category.
Repeat step 2 until you've added all the desire categories.
populate from the bottom up. To save time, enter your categories in order from
last to first to eliminate re-ordering.
4. To remove a category, click the Delete button.
When prompted, click OK to confirm.
5. To edit the name of an existing category click the Edit icon.
Make the edit in the Category text field and click Update Category.
This phase involves adding questions (or statements) that drive user selections.
1. Click on the Questions tab.
2. From the category, click Add Question To Section.
3. Choose a Question Type. Refer to the Question Types section of the user guide for details.
4. Enter the question or statement in the Question Text field. This is the information users will see in the final form.
5. In the Database Column to Save to, enter a name like the Question Text without any spaces.
6. Click Save.
7. To add the options for selection for this question, click on Possible Answers.
8. Verify that the selections for Form, Form Section, and Question point to the correct place for your answers.
9. In the Answer field, enter a choice for this question and click Save. Repeat for all choices.
10. Drag-and-drop to re-order the choices.
11. To remove a possible answer click delete.
12. Click edit to modify an existing choice.
Edit as appropriate and click Update.
11. Repeat steps 1-12 until you've added all questions.
13. Refer to the Help Text section for help on adding help text for questions.
14. Refer to the Validations/Warnings to configure warning(s) and/or validations:
a. A standard validation checks a specific action by the end user and may require a correction to proceed.
b. A visibility validation executes conditional actions where a choice displays additional choice.
c. A warning alerts the end user but does not require end user action.
14. Refer to the Advanced Options section if you would like to delete a question.
1. Go to the Documents tab.
2. Enter (or copy/paste) the Search ID for the record to use, and then click Search Documents.
3. Click Use Document.
4. To always include the document regardless of user choices, click Save Document Insertion and move to Step 7. To configure a rule, go to Step 6.
To define a rule for document insertion, follow the steps below:
1. Click Add Rule.
2. From the first field, select the question to use for the rule.
3. From the second field, choose the rule operator. Refer to the Document Insertion Operators section to review all options.
4. In the last field, enter the exact choice from the Possible Answers to include this record.
5. Click Save Document Insertion.
6. Wait for your record to appear in the Current Document Insertions.
7. Choose an appropriate pagination option from the Break After Insert picklist.
- Paragraph: adds a paragraph line after inserting
- Page Break: adds a page break after inserting this
- Section Break Continuous: adds a continuous section
break after inserting this record
- Section Break Next Page: adds a new page section break
after inserting this record
- None: does nothing after inserting this record
8. Choose an appropriate paste option from the Paste Format picklist.
- Default Paste: uses the settings in your local
Microsoft Word instance for Pasting between
documents when style definitions conflict.
- Keep Source Formatting: This option retains the
look of the text by assigning the “Normal” style and includes characteristics
such as font size, italics, or other formatting to mimic the style definition
of the copied text.
- Merge Formatting: This option changes the
formatting so that it matches the text that surrounds it.
9. To re-order documents, use drag-and-drop.
10. To simplify this process, click the hide details link to hide the document insertion details. Click anywhere in the document window and drag it to the desired location and release the mouse.
11. Click show details to expand details.
12. To preview a document configured for insertion, click Preview. (This will download a copy of this record document.)
13. To make changes to the rules for insertion, click Edit Rules.
14. To change the document for insertion, click Change Doc.
15. To make a copy of a document, click Copy.
16. To remove the document insertion, click Remove.
There are 13 question types available for selection, with the five that are the most widely used highlighted in blue text.
- Single Selection
Drop Down Menu (String)
Drop Down Menu (Integer)
Drop Down Menu (Boolean) ‘yes/no’
Radio List (String)
Text Box (String)
Text Box (Integer)
Text Box (Decimal)
Text Box (Currency)
Text Box (Date)
Multiline Text Box (String)
Check Box (Boolean)
Check Box List (String ) will be ‘|’ delimited in DB
No input control just static HTML
Document Insertion Operators
There is a value in the related Possible Answer
Does not have Value
There is no value in the related Possible Answer
The value must exactly match the related Possible Answer
The value contains all or a portion of the text in the related Possible Answer
Does Not Contain
The value does not contain any text in the related Possible Answer
The value is a regular expression that matches the related Possible Answer
1. Go to the Questions tab.
2. Click Edit next to the question that needs help text.
3. Click the Help Text link above the formatting toolbars.
4. Enter and format desired instructional text and click Save.
5. . To preview the help text, go back to Return to Questions and hover over the question mark.
1. Go to the Questions tab.
2. Click Edit next to the question that needs a validation or warning.
3. Click on the Options tab.
4. Click Add Validation Or Warning.
5. Choose either Validation or Warning.
6. Choose the validation Type. The most widely used options include Required and Visibility.
1. Choose Validation.
2. Choose Required from the Type picklist.
3. Enter text to display in the space provided.
4. Click Save.
Validation - Visibility
1. Choose Validation.
2. Select Visibility (requires advanced settings) from the Type picklist.
3. From the Question To Check picklist, select the question for this visibility validation. When a user selects from the question to check, this additional question or statement will appear.
4. From the Regular Expression picklist, choose Custom.
5. In the Custom Expression field, enter the exact choice for the Question To Check. (This is the value for the Possible Answer.)
6. Click Save.