1
Open account settings
Click the profile icon located at the bottom of the left sidebar navigation menu, then select Settings.
Adding Global Custom Data Items
Create and manage global custom data items to store reusable details for use across multiple documents.
Adding Global Custom Data Items
Learn how to create and manage global custom data items to keep frequently used information consistent across all your documents.
Steps to create and use global custom data items
2
Open Custom Data Items
In the settings sidebar, under Advance Settings, click Custom Data Items.
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Choose the data item category
At the top of the settings page, select the type of global custom data item you want to create: Document, Contact, or Product.
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Add a new data item
Click + Add Data Item to create a new global custom data field.
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Enter the data item details
Fill in the required information, including the label name, whether the field is required, the data type, and any default value.
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Select a data type
Choose the appropriate field type, such as Text, Number, Dropdown, or Date.
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Configure dropdown values
If you selected Dropdown as the field type, enter the selectable dropdown values that users can choose from.
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Set a default value
Optionally select a default value that will automatically populate when the data item is used in documents.
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Save the custom data item
Click Save to apply and store your global custom data item settings.
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Open the document creation modal
Create a new document and navigate to the Data Items tab within the document creation workflow.
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Populate the custom data item
Enter or select the value for your newly created global custom data item before creating the document.
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Insert the data item into the document
Inside the document editor, use the Data Items dropdown menu to insert your global custom data item into the document content.
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Verify the inserted value
Confirm that the custom data item displays the correct populated value within the document.
Frequently Asked Questions
What are Global Custom Data Items in QuoteCloud?
Global Custom Data Items are centrally managed, reusable fields in QuoteCloud that store company‑wide information — for example company name, payment terms, tax ID, or common product attributes. Once defined, these items can be inserted into multiple documents and templates so the same value is used consistently across quotes, proposals, and other sales documents.
What are the main benefits of using Global Custom Data Items?
Global Custom Data Items improve consistency, accuracy, and efficiency across your sales workflows. Enter values once and reuse them across all documents to reduce manual data entry, cut errors, and maintain uniform branding and legal text in your quote software and proposal software.
Because the items are global, updating a single item automatically updates every document and template that references it — saving time when producing high volumes of documents.
What types of Global Custom Data Items are available in QuoteCloud?
QuoteCloud supports three types of global custom data items: Document Data Items (fields attached to documents and templates), Contact Data Items (extra fields on recipient/contact records), and Product Data Items (additional fields on product records). Each type attaches reusable information to the right object so your sales quoting software and sales proposal software can pull the correct values automatically.
How do global custom data items help with document generation and automation?
By centralizing reusable values, global custom data items let template logic and automation pull accurate data automatically when assembling documents. This speeds up document generation, reduces manual edits, and ensures every quote or proposal uses brand‑compliant and up‑to‑date information.
This is particularly useful for automated workflows and integrations where consistent data from your quote software needs to feed downstream systems like accounting or CRM.
Can I create, update, or delete global custom data items?
Yes. QuoteCloud includes administrative tools that allow users with the appropriate permissions to create new global custom data items, update existing items, or delete items that are no longer needed. Changes made to a global item will propagate to any templates or documents that reference that item.
Before deleting an item, it’s best practice to check where it’s used in templates to avoid breaking placeholders in active documents.
How do I insert a global custom data item into a quote or proposal template?
Create the global custom data item in Settings → Custom Data Items, then open your document or template in the QuoteCloud document builder. Use the Insert field or placeholder menu to select the global data item — the builder will place a token that pulls the stored value when the document is generated.
This streamlined insertion process makes it easy to keep values consistent across your sales quoting software and sales proposal software without manual copy‑paste.
Who can manage global custom data items and how do permissions work?
Typically, administrators or users with configuration privileges manage global custom data items. QuoteCloud’s role and permission settings determine who can create, edit, or delete these items. If your organization uses centralized IT or sales operations, limit management rights to reduce accidental changes.
For auditability, consider keeping a small admin group responsible for global items and document any naming conventions or usage rules.
What are best practices for naming and using Global Custom Data Items?
Use clear, descriptive names (for example Company_PaymentTerms, Default_TaxRate, or Product_WarrantyMonths) so template authors can identify the right field quickly. Group fields by type (document, contact, product) and keep documentation on where each item should be used.
Avoid storing deal‑specific or ephemeral information as global items; reserve them for company‑level values that truly need to be consistent across quotes and proposals. Test changes in a sandbox or staging template before applying updates to live documents to prevent unintended breaks in your quote software or proposal software workflows.