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Creating a Template

What

Conga Collaborate Templates allow you to create a starting point for your documents and easily maintain them for consistency. An administrator will build a template with pre-loaded content and dynamic behavior that can then be used by Conga Collaborate users over and over again. When users build a document from a template, they can make changes to the content within that document without affecting the template itself.

Why

Templates give Conga Collaborate administrators better control over what content is being created and sent. Setting up content, logic, and permissions on your templates allows users to create documents from those templates, streamlines document assembly, and still allows for editing flexibility by the user when permissions allow (for example, on a Cover Letter page).

How

Follow these steps to create and configure a basic template:

Step 1: Create New Template

  1. From your dashboard or documents page, click the Create button.

  2. From the dropdown menu that appears, click Template.

  3. Select the type of template you would like to create.

Depending on your account’s Conga Collaborate licenses, you may have “Presentations”, “Proposals”, and/or “Contracts” enabled here. Proposal is the recommended document type for a majority of our customers’ use cases. The Proposal document type works well for any document that does not require use of Conga Collaborate’s online redlining functionality-- for example, Order Forms, SOWs, even MSAs can be built with the Proposal document type. Contract document type is required if you are using Conga Collaborate online redlining.

Step 2: Set the Template Properties

  1. Give your template a name by opening the Properties tab on the left side of the template and editing the Title field.

  2. Give your template some style by applying a theme. In the Theme field in the Properties tab, select a theme for your template. This will dictate the default colors, fonts, and logo used on your template. If you haven’t created a theme yet, please check out our article Creating Conga Collaborate Themes.

You can continue to customize other settings in the template’s Properties tab. However, the rest of the properties are optional and depend on your use case. See the full list of Template Properties later in this article to learn more.

Step 3: Load Content

  1. Start constructing your template by building out the Table of Contents on the left-hand side of the screen with a basic outline of your document’s sections and pages. Read our full article for more tips: Create Pages/sections structure in the TOC

  2. After building your Table of Contents, copy and paste content from your existing resources (these may be existing Word or PDFs) into the appropriate pages within the Conga Collaborate template. Conga Collaborate has some special tools to help the copy/paste process go more smoothly. For details please see:  Copy and Paste from Word  

  3. Once all of the content has been pasted into the correct Conga Collaborate page, use the Conga Collaborate Editor to continue formatting the text as needed. Remember that you’re moving from an offline document to a document that’s web-based (HTML), so some formatting changes may be required. For more, check out our article on using the Editor.

PDF Pages:  Conga Collaborate content is web-based, meaning you are creating an HTML page when you’re building content in Conga Collaborate. However, Conga Collaborate also supports loading existing PDFs and PDF pages into your documents. This works well if you have a page that is highly styled and will not need to be edited by your users. If you’d like to add a PDF, specific PDF pages, or other files to your template, see this article: Embedding Files into Documents.

Referenced Content:   In some cases, you may want to create a page of content that will be used in several templates. You can avoid re-creating and updating the page in each individual template by creating a master copy of the page in the Conga Collaborate Content Library and then adding it to a template as referenced content. Learn more by reviewing this article: Referenced Content.

Locked Content:  If you would like to lock the sections and/or pages from being edited or removed by the document creator, you can control these permissions by clicking on the gear icon next to the page or section in the Table of Contents and editing the properties for each section/page.

Step 4: Apply Dynamic Behavior

Now that you have created sections, pages, and loaded content in your template, you can start to apply dynamic behavior to make document generation more efficient.

  1. Using the Variables tab on the right, insert variables into the template to auto-populate text based on data from your CRM or data your users enter. For tips, please see: Inserting Variables

  2. Using Insert-> Conditional Content, create content in your documents that will show or hide based on specific criteria. For help, please see:  Conditional content

  3. Edit your section or page properties to create sections or pages that show or hide based on specific criteria. For more, please see: Conditional sections/pages

  4. To create automatically generated tables based on CRM data, please see:  Pricing Tables

Step 5: Add Call to Action buttons:

  1. Add in the appropriate Call to Action buttons at the top right of your template to allow your recipient to interact with the document. For more details, see the article: Call to Action buttons

The steps above will allow you to set up a template in Conga Collaborate. Depending on your needs and use case, there’s a whole universe of additional features and configurations you may be interested in. Please continue exploring our support site for more ideas, or connect with your Conga Collaborate Relationship Manager for specific advice.

Optional Additional Configurations

Advanced Template Properties

Below is a list of additional template properties that may be useful to administrators, depending on the use case.

 

Enable Access Code:

If you want to require an access code be entered by any  document recipients who access your document via the Public URL, check “Enable Access Code”

Allow PDF Downloads:

While we typically recommend leaving download options unchecked to encourage recipients to view your documents online, check this option to allow viewers to download the document as a PDF. Your Theme will control the look & feel of this PDF document. If the document may be exported as a PDF, Review this article to configure for optimized PDF output.

Enable Coverpage:

If you want to automatically include a standard cover page, check “Enable Coverpage”

Signature Page in PDF:

If you want to automatically include a signature page at the end of your PDF document so your document recipient can print and sign the document with a pen, check “Signature Page in PDF”

DocuSign:

(when integration is enabled)

If you want to use DocuSign eSignature via your integrated DocuSign account, check this box. Review this article for instructions on setting up your DocuSign integration

Prevent New Pages & Sections:

If you want to lock down documents created from this Template and prevent users from adding new sections or pages, check “Prevent New Pages & Sections”

Enable Print Table of Contents:

If your recipients will be downloading the document to PDF, consider enabling a printed Table of Contents. Upon checking the box, you’ll then see more options:  

Insert Before Page: You can choose where in the PDF this TOC will show up (Insert before page #)

Start Page Numbering on Page: You can choose what page to start numbering on

Sidebar/Content

Sidebar: You can choose to use the online TOC Sidebar sections and pages OR

Content: You can choose the document content headers (H1,H2, H3) to generate the PDF TOC

Add Tags:

Use tags to organize your documents so that they’re easy to find. Review this article for more details on using tags to organize your content.

Add an Email Template:

If your users will send this document via Conga Collaborate email, consider providing standard email language by connecting an email template.  Review this article for more details on creating Email Templates.

Set an Expiration Date (expires in X days):

After the expiration date passes, the recipient will no longer be able to access the document. Note: Recipients will not lose access to Accepted Documents.

Set Template Privacy:

To control who should have access to view and edit this template, set the template visibility. Review this article for more details on the public vs private statuses.

 

Default Recipients

Using the People tab on a template, you can pre-set internal users who need to interact with a document:

 

Add Default Signer:

If your document will always be internally signed or countersigned by the same person, use the People tab on a template to add that person with the correct permissions and in the correct signer position (ex: your CFO John will always be Signer 2 and will countersign the agreement after the customer). Adding a signer to your template will automatically add them to any document created from this template.

Apply Change Request Approver:
(Contracts only)

If your document is going to be redlined within Conga Collaborate, consider adding a default Change Request Approver in the People table on a template. These users will receive notifications of proposed contract changes so they can accept or reject those changes. Review this article for more information on change request approvers.

 

Setting Default Tasks

Using the Tasks tab on a template, you can pre-set tasks that need to be completed when a document is created from the template.

 

Add Tasks:

If a series of tasks need to be completed before the document is published, you can add default Tasks to your template. These tasks will automatically be assigned to the set Task owner when the document is created. Review this article to learn more about Tasks.

 

Available by Request

 

Add a Custom Signature Block:
(Conga Collaborate eSignature only)

If you want to modify the acceptance message that will show for signers and control what information they are asked to submit while signing, add a Custom Signature Block to this template. Review this article for more details on building a Custom Signature Block.

Set a Template Language:

To control the translation of standard Conga Collaborate document buttons (ex: the Download Document button will automatically be translated to the set language), set the Template Language.

Apply SFDC Variables:

If you want to “burn in” your Salesforce variables as text upon document creation, check this option. All variables will be automatically added to the document as standard, editable text. Note: when using this feature, users cannot Refresh Variables.

Allow DOCX Downloads:

While we typically recommend leaving download options unchecked to encourage recipients to view your documents online, check this option to allow viewers to download the document as a Microsoft Word document. Your Theme will control the default look & feel of this DOCX document. For more detailed control of the DOCX output format, Review this article on using Word Templates as part of your Conga Collaborate Theme.

Share Template with Workgroups:

If your Conga Collaborate platform is configured for workgroups, you can share your template with the appropriate workgroups so they will have access to use the template. Review this article for more information on workgroups.

Survey Forms

Connect a Formstack Survey Form to capture information from the document creator. This Survey Form data can then be used to populate the document. For more information on using a Survey Form with your document,Review this article.

 

Additional Options for Document Creator Experience

 

Auto Select Template and Auto Publish:

If using an integrated CRM and rules apply to when to use this template and/or if no document creator editing is necessary, consider setting up CRM Template Mapping and/or  Auto-Publishing the document. This can remove the manual step of selecting the right template and manually publishing the document.

Additional Content:

If your document creators will need access to additional images, files, text snippets, or pages in order for successfully build their complete document, consider building out your Conga Collaborate Content library so users can easily find the right content at the right time. Create standalone Content to be used with this template as needed. Review this article for more details about adding Content to your Content library.

 

Additional Options for Document Recipient Experience

 

Page-by-Page Acceptance:

Rather than requiring an entire document be accepted, recipients can select specific pages or sections of the document to be accepted with their eSignature. For example, present two order form options and let the recipient choose which one to accept. Only pages that are selected will appear in the Signed PDF. Review this article for more information about page-by-page acceptance.

Collect recipient information in Forms:

Present forms for recipients to complete before or after signature. For example, collect details about a project team before an SOW is signed, or collect billing information immediately after eSignature. Review this article for more details on collecting recipient data through forms.

 

Additional Options for Advanced CRM Integrations

 

Advanced CRM Page Creation:

If you’re using Salesforce Products or Quotes and want to create a page to highlight each, configure the  template to auto-build Product / Quote Pages. The content page template will be added to the Content library and then configured in your Salesforce Integration settings to build one page per Quote/Product. Review this article for more details about configuring Quote pages.

Configure Outgoing Data for this Template:

Configure Outgoing Data rules in your Conga Collaborate CRM Integration Settings page so that upon certain events happening to documents created from this template, data will be pushed back into your CRM. For example, configure your Outgoing Data rule to automatically update your Opportunity Stage to Closed Won once the document is accepted. Review this article (Salesforce) or Review this article (MSCRM) for more information on configuring Outgoing Data rules.

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