Managing Global Fields in Quote Templates

Table of Contents

Overview

What's Changed

Why This Matters

How It Works

Quote Creation Experience

Frequently Asked Questions

*This article is for System Admins who configure Quote Templates and team members who create quotes.

Overview

The General Information section of a Quote allows users to capture additional details that apply to the entire quote. These fields are driven by Global Fields, which are configured and managed in the Admin Panel.

Administrators can now control which Global Fields appear on each Quote Template, giving your team a cleaner, more relevant quoting experience tailored to different workflows, clients or departments. 

What's Changed

Previously, Global Fields followed an "all or nothing" model, once created, a field appeared on every quote regardless of context.

Now, you can:

• Choose which Global Fields appear on specific Quote Templates
• Hide fields that aren't relevant to certain workflows
• Customize templates for different teams, clients, or use cases

Why This Matters

• Customization - Tailor Quote Templates to fit different departments or processes
• Efficiency - Reduce clutter and simplify the quote creation experience for your team
• Accuracy - Ensure users only complete fields relevant to their workflow, minimizing errors and inconsistencies

For Administrators: How It Works

Step 1: Manage Global Fields in the General Information Library of the Admin Panel

All Global Fields are managed within the General Information Library in the Admin Panel. This is where you create fields and control which Quote Templates each field appears on.

Step 2: Assign Global Fields to Quote Templates

1. Go to the Admin Panel
2. Navigate to General Information
3. Locate the Global Field you want to assign
4. Use the dropdown to select one or more Quote Templates
   • You can search within the list
   • Use Select All to assign the field to all templates at once

💡Tip: Selecting Manual Quotes ensures the field appears on any quote created manually, regardless of which template is selected.

[Screenshot: Global Field dropdown open, showing template selection with search and select all options visible]

Step 3: Control Field Visibility within a Template

Within each Quote Template's setup, you can further manage which assigned fields are visible:

• All Global Fields assigned to a template are displayed in the General Information section
• If there is a Global Field you wish to no longer display on a specific quote template, you can uncheck the field directly on the Quote Template

Removing a field from a template

If you need to remove a field from a specific template:

1. Go to Admin Panel > General Information
2. Locate the Global Field
3. Open the template dropdown
4. Deselect the Quote Template you want to remove it from
5. Save your changes

⚠️ Note: Removing a field from a template does not delete the field or any data previously captured in it. It simply stops the field from appearing on new quotes using that template. 

For Quote Creators - Quote Creation Experience

When creating a quote, the General Information section will automatically display only the Global Fields assigned to the template you select, no extra fields, no clutter.

• Selecting a Quote Template will display only the Global Fields assigned to that template
• If Manual Quotes is selected for a field, it will appear on manually created quotes

❓Don't see a field you expected? It may not be assigned to your selected template. Please reach out to your Administrator to have it added.

Frequently Asked Questions

• What happens if a Global Field isn't assigned to any template? 
  • The field will not appear on any quote until it is assigned to at least one template or to Manual Quotes.
• Will removing a field from a template delete my existing data?
  • No. Removing a field from a template only affects new quotes going forward. Any data previously captured in that field is preserved.
• Can I assign a field to all templates at once? 
  • Yes, use the Select All option in the template dropdown when editing a Global Field.
• Can a Quote Template have no Global Fields? 
  • Yes. If no Global Fields are assigned to a template, the General Information section will not display any fields when that template is selected.