How do I download Project details into a template?

documents export projects template

To download a Project you must first create a Microsoft Office Word template which you will then populate with the Project information, the procedure only takes a few minutes simply open a blank Word document and include the following keywords where needed in the document and then save it as a (.docx) Word document file.

Keywords which are recognised by RealtimeCRM:

  • {name} - Project name
  • {description} - Project description
  • {projectNumber} - Project RealtimeCRM ID number
  • {value} - The project value
  • {currentUserName} - The current user name
  • {accountManager} - The account manager’s name
  • {staff} - The list of staff names involved in this project (if provided)
  • {dueDate} - The project due date (if provided)
  • {companyName} - Company name (if provided)
  • {companyFormattedAddress} - Address of company (if provided)
  • {contactName} - Company contact name (if provided)
  • {date} - The date that the template is generated on

For each line item, you can specify the following tags

  • {name} - The name of the line item
  • {description} - The description of the line item
  • {value} - The value of the line item
  • {quantity} - The quantity of the line item
  • {total} - The total cost of the line item

You can loop through multiple items in your template by wrapping them as follows:

{#lineItems} {name} {quantity} {value} {total} {/lineItems}

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 Purchase Order template.

Here we’ve created a simple Project Initiation Document template that we will use in our example, the keywords will soon be replaced by the relevant corresponding information in the Project once we come round to downloading it.

Project template example with keywords in RealtimeCRM

Downloading your Project 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 Projects panel in the left hand side bar
  • Select the Project record whose information you wish to download into the template
  • Once inside the relevant Contact 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 Project information should now be downloaded into the template

Download Project into template

  • If you open your newly downloaded template you should see the keywords replaced with the relevant Project information as below:

Projects template example filled in RealtimeCRM

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

Save Opportunity template for later use in RealtimeCRM