Document templates

Created on 2024-02-08

Last change on 2025-03-19

1. Work with templates

Document templates in IPTel are a convenient way to automate the creation of standard documents that are customized to your business needs. Let's look at how to set up and use this feature.
 

To go to the settings for document templates:

  1. From the main menu, select Settings → CRM → Document templates.
  2. Here you can upload new templates or edit existing ones.

2. Supported formats

IPTel supports downloading templates in the following formats:

  • .docx (Word)
  • .pdf (PDF)

3. Create a template

  1. Upload a file: click "Add template" and upload a file from your computer.
  2. Objects assignment: specify which CRM objects this document will be used for (for example, leads, deals, or contacts).

  1. Use of variables: use special variables in the template instead of static values, for example, {{ics_lead-first-name}} or {{ics_contact-email}}. They will be automatically filled with data from CRM during document generation.
The main variables are already available in the system.
You can create additional variables by yourself or contact technical support.
 

Document templates can be:

  • previewed in advance;
  • downloaded to your computer;
  • edited;
  • deleted.


 

4. Dynamic templates

Templates support dynamic variables:

  • Document date: automatically substitutes the current date according to the selected language.
Document number: assigns a unique number that increases with each new document (for example, invoice #001, #002, etc.).

5. Template languages

When creating a template, specify a language. This affects the formatting:

  • Currency (UAH, kopecks, etc.).
  • Date format.

6. Integration with other systems

IPTel supports integration with the "Vchasno" platform for electronic document management:

  • You can upload a finished document to Vchasno, change its status, and send it to your counterparty.

7. Process automation

Process automation is setting up a system so that it performs certain actions on its own without constant human intervention. This allows businesses to work more efficiently, reduce the cost of processing tasks, and speed up standard operations. For example, automation helps to automatically generate regular documents, such as invoices or certificates of completion.



 

8. Using templates in your work

  1. In the CRM module, select an object (for example, a lead or a deal).
  2. Select the desired document template.
  3. IPTel will automatically generate the document by substituting variables.
  4. The document can be:
    • downloaded to your device;
    • sent to the client via email;
    • uploaded to "Vchasno" for further work.
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9. Access rights

Only an administrator or a user with appropriate access rights can create, edit, and delete templates.

Example

If you create an invoice template that contains the variables {{ics_document-date}}, {{ics_lead-company-name}}:

  • IPTel will substitute data from CRM, for example:
    • Date: 16.01.2025.
    • Company name: Example LLC.

The document will look professional and meet your standards.

 

Example

If you create an invoice template that contains the variables {{ics_document-date}}, {{ics_lead-company-name}}:

  • IPTel will substitute data from CRM, for example:
    • Date: 16.01.2025.
    • Company name: Example LLC.

The document will look professional and meet your standards.

Checklist for working with templates:

  • Upload the template file in the format .docx or .pdf.
  • Specify for which objects in CRM the template is used.
  • Check the variables (main and additional).
  • Select the language of the document.
  • Test the generation of the document to check its correctness.

This allows you to significantly save time and standardize the company's document flow. If you have any questions, please contact IPTel technical support!

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