Creating Custom Data Items for a Specific Template or Document
Discover how to add custom data items that apply only to a specific template or document.
Steps to create template-specific custom data items
Understand template-only data items
Global custom data items are available across all documents, but you can also create data items that only apply to a specific template or document.Open the template or document
Open the template or document where you want to create custom data items that are unique to that file.Open Document Data Items
From the right-side toolbar, click Document Data Items to open the data item panel.Add a custom data item
At the bottom of the Document Data Items panel, click Add Custom Data Item .Configure the custom data item
Enter a custom data item label, choose the field type, and optionally define a default value for the document-specific data item.Save the custom data item
Click Add to save the custom data item to the current template or document.Locate the new data item
Once created, the custom data item will appear within the Custom Data Item section of the Document Data Items panel.Copy the data item placeholder
Click Copy to Clipboard beside the custom data item to copy the placeholder value for insertion into your document.Insert the data item into the document
Paste the copied placeholder into a text block or content area within the template or document. The placeholder will appear highlighted until populated with live data.Create a document from the template
When creating a new document from the template, select the template containing your custom document-only data items.Complete the custom data fields
In the Data Items step, you will see both global data items and the template-specific custom data items available for completion.
FAQs
What are custom data items specific to a template or document?
Template- or document-specific custom data items are user-defined fields that exist only within a single QuoteCloud template or document. They let you add one-off fields — for example a project-specific option, client-only term, or special fee — without adding those fields to your global dataset. This keeps your sales quoting software and proposal software tidy by preventing niche fields from appearing across other templates.
Why would I use a template-specific custom data item instead of a global one?
Use a template-specific custom data item when the field is relevant only to one proposal or a narrowly scoped document (e.g., a single-client discount, a bespoke clause or a temporary service option). That approach prevents clutter in your global interface and stops niche fields from showing up across other quotes and proposals in your quote software or sales proposal software.
How do I create a custom data item for a specific template or document?
In QuoteCloud, template- or document-scoped items are typically created from inside the template or document editor while adding or configuring fields. The main concept is to add the field at the template level so it only lives there. For exact step-by-step UI clicks and menu names, consult the guides on global custom data items and contact data items or contact QuoteCloud support for precise instructions.
Can template-specific custom data items be inserted into text blocks or price tables?
Yes. Once created, template-specific custom data items behave like system data items (for example customer name or proposal ID). They can be embedded in text blocks and will be dynamically merged into generated documents. They can also be used inside price tables where QuoteCloud supports data-item merging, helping you build interactive sales proposals and pricing tables within your sales proposal software.
Do template-specific custom data items affect global settings or other templates?
No — template-specific custom data items are scoped to the template or document where you create them. They do not modify global settings or appear in other templates unless you explicitly recreate or promote them to a global data item. This isolation keeps your global dataset consistent for all users of your quote software.
Can I edit, delete, or reuse template-specific custom data items?
You can typically edit or delete template-specific custom data items from the same template or document editor where they were created. However, because they are scoped to that template, they aren’t automatically reusable in other templates. To reuse a field across templates, create it as a global custom data item or recreate it in the other template.
Will template-specific custom data items sync with integrations like QuickBooks Online?
Template-scoped fields are usually local to the template and may not automatically map to accounting or CRM integrations. If you need an item to appear in integrations such as QuickBooks Online, consider creating a global custom data item or check QuoteCloud's integration mapping options and documentation. When in doubt, confirm the behavior with QuoteCloud support to ensure your quote software and accounting workflows remain consistent.
Best practices for using template-specific custom data items in my proposals and quotes?
Keep template-specific data items for truly one-off needs (temporary services, client-specific legal clauses, or special single-project pricing). Use global custom data items for fields that repeat across customers or templates. Name template fields clearly so authors know they’re local, and document any template-only fields in your team’s template notes. This approach helps maintain clean, efficient templates in your sales quoting software and proposal software while still allowing flexibility for bespoke proposals.