Using Global Custom Data Items in Document Templates
Learn how to use global custom data items within document templates to streamline content and maintain consistency.
Steps to create and use global custom data items
Open Settings
From the left navigation menu, open your account menu and click Settings .Open Custom Data Items
In the Settings area, select Custom Data Items under the Advanced Settings section.Choose a data item category
At the top of the Custom Data Items page, choose whether you want to create a Document , Contact , or Product data item.Add a new data item
Click Add Data Item to create a new global custom data field.Configure the data item
Enter the label name, choose whether the field is required, and select the field type for your custom data item.Select a field type
Available field types include Text , Number , Dropdown , and Date .Configure dropdown values (optional)
If you choose the Dropdown field type, an additional field will appear allowing you to enter selectable dropdown values.Set a default value
Optionally choose a default value that will automatically populate when the data item is used in templates or documents.Save the custom data item
Click Save to create the global custom data item.Create a document
Open the document creation wizard and navigate to the Data Items step.Enter data item values
Assign values to your global custom data items during document creation. These values will automatically populate anywhere the data item is used in the document.Insert data items into the document
Inside the document editor, type [ within a text block to open the list of available data items.Select the data item placeholder
Choose the custom data item you created from the dropdown list. The value will automatically appear in the text block.Open the Document Data Items panel
You can also access data items using the Document Data Items icon from the right-side toolbar inside the editor.Copy the data item to the clipboard
Click Copy to Clipboard beside the data item you want to insert into the document.Paste the data item into the document
Use Ctrl + V on Windows or Cmd + V on Mac to paste the copied data item into your document content.
FAQs
What are Global Custom Data Items in QuoteCloud?
Global Custom Data Items are organization-wide variables you define once in QuoteCloud (for example: company address, legal clauses, support email, or branding statements). They act as merge-field placeholders that you insert into templates so the same, up-to-date value appears across all documents without having to edit each file individually.
When should I use a Global Custom Data Item instead of document- or client-level data?
Use a Global Custom Data Item when the value should be identical for every document and customer, such as corporate contact details, company-wide legal disclaimers, or standard warranty language. For values that change per deal or client (project pricing, customer contact names, or client-specific terms) use document-level or client-level data instead.
How do I create a Global Custom Data Item in QuoteCloud?
Open Settings, navigate to Custom Data Items, and choose the Global category. Create a new item, give it a clear descriptive name, optionally set a default value, and save. After creation the item appears in the template editor’s field picker under Custom Data > Global and is ready to insert into templates.
How do I insert a Global Custom Data Item into a document template?
Open your document template in the QuoteCloud editor and place the cursor where the value should appear. Use the Insert/Field picker, select Custom Data > Global, and choose the item you created. The editor inserts a merge-field placeholder that resolves to the global item’s value when you preview or generate the document.
Where in the template can I use Global Custom Data Items?
Global Custom Data Items can be used anywhere the template supports merge fields: body content, headers, footers, cover pages, and inside tables or repeating sections that accept merge-fields. This makes them useful for keeping consistent branding and legal text across quotes and proposals.
If I update a Global Custom Data Item later, will my templates and documents update automatically?
When you update a global item, any template preview or new document you generate after the change will resolve to the updated value. Previously generated documents that were exported or sent will not be retroactively changed; to apply the new value you can regenerate or re-export the affected documents.
What are some best practices for naming and default values for Global Custom Data Items?
Choose clear, descriptive names (for example: Company_Address, Legal_Disclaimer_Short, Support_Email) and set sensible default values where appropriate. Avoid duplicate or ambiguous names, group similar items logically, and document their intended use so template authors and other users of your sales quoting software or sales proposal software know which item to pick.
How do Global Custom Data Items help with consistent quotes and proposals across my sales tools?
Global Custom Data Items ensure company-wide information (contact details, legal clauses, warranty text, branding statements) is kept consistent across every document. In QuoteCloud—your quote software and proposal software—this reduces manual edits, prevents version drift, and speeds up high-volume document production while keeping branding and compliance uniform.