Using Global Custom Data Items in Document Templates

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 function as merge-field placeholders that you insert into templates so the same, up-to-date value appears across all documents without editing each file individually.

Use a Global Custom Data Item when the value should be identical for every document and customer—examples include corporate contact details, company-wide legal disclaimers, or standard warranty language. For values that change per deal or client (project-specific pricing, customer contact names, or client-specific terms), use document-level or client-level data instead.

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, ready to insert into templates.

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.

Global Custom Data Items can be used anywhere the template supports merge fields: body content, headers, footers, cover pages, and other supported template regions. This makes them ideal for consistent elements such as headers, legal footers, or recurring informational blocks across your sales quoting and proposal templates.

When you update a Global Custom Data Item, that new value will appear the next time you preview or generate documents and templates that include its merge-field placeholder. Note that exported PDFs or previously saved copies outside QuoteCloud will not auto-update; changes affect documents generated or previewed after the update.

Use clear, descriptive names that indicate purpose (for example: Company_Legal_Disclaimer, Support_Email, Main_Office_Address). Keep naming consistent and grouped by prefix if helpful. If a value is rarely changed, set a sensible default so templates render correctly without extra data. These practices improve maintainability and speed when building documents in sales quoting software and sales proposal software.

First confirm the item is saved in Settings under the Global category. Refresh the template editor so the field picker updates. Ensure you have permission to view/edit Custom Data Items in your account. If a placeholder resolves to an empty value, verify the global item has a value or default set and then preview/regenerate the document to confirm the resolved text.