Using Global Custom Data Items in Document Templates

 

FAQ: Using Global Custom Data Items in Your Document Template (QuoteCloud)

What are Global Custom Data Items in QuoteCloud?

Global Custom Data Items are organization-wide variables you define once (for example, company address, legal text, support email, branding statements) and reuse across templates and documents. They help you keep consistent, up-to-date information without manually editing every template or proposal. more information

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 the same for all documents and clients (e.g., corporate details, compliance clauses). Use document or client-level data when the value changes per deal or per customer. more information

How do I create a Global Custom Data Item?

Go to Settings, open Custom Data Items, then select the Global category. Create a new item, give it a clear name, set a default value if needed, and save. You’ll then be able to insert it into templates using the editor’s field picker. more information

How do I insert a Global Custom Data Item into a document template?

Open your document template in the editor, place the cursor where the value should appear, then use the Insert/Field picker (Custom Data > Global) to select the item. The system inserts a merge field placeholder that will resolve when you preview or generate a document. more information

Where in the template can I use Global Custom Data Items?

You can use them anywhere the template supports merge fields: body content, headers/footers, cover pages, and supported content blocks. If a particular block doesn’t support merge fields, the picker will be unavailable there. more information

What happens if a Global Custom Data Item has no value?

If no value is set, the merge field typically resolves to blank. To avoid empty spaces or broken sentences, set a default value for the Global Custom Data Item or include conditional content where supported. more information

Do updates to a Global Custom Data Item automatically update my templates and existing documents?

Templates reference Global Custom Data Items dynamically, so new documents generated from those templates will reflect the latest values. Already-generated or sent documents usually keep the values they had at the time of generation and do not auto-update retroactively. more information

Can I preview how Global Custom Data Items will render?

Yes. Use the template Preview to see how merge fields resolve using current Global values. This helps you validate formatting, spacing, and any default content before sharing documents. more information

Who can create or edit Global Custom Data Items?

Typically, account administrators or users with the appropriate Settings permissions can create and manage Global Custom Data Items. If you can’t see the Global area, contact your administrator. more information

Can Global Custom Data Items be used alongside client or document-level fields?

Yes. It’s common to combine all three to balance consistency and personalization (for example, a global support phone number plus a client’s company name). Where fields with similar names exist at multiple levels, QuoteCloud resolves values based on context and the most specific available value for the document. more information

How should I name and organize Global Custom Data Items?

Use a clear, consistent naming convention (for example, global_company_address, global_legal_footer) so editors can find the right item via the picker and avoid duplicates. Document these names for your team. more information

Can I format Global Custom Data Items (dates, phone numbers, currency) in the template?

Yes. Use the editor’s formatting tools or, where available, formatting options for merge fields. Alternatively, store the value in the desired format in the Global item to standardize output across all templates. more information

Are Global Custom Data Items available inside tables, pricing sections, or conditional content?

They can be used wherever the editor supports merge fields, including many table and content block types. For conditional logic or visibility rules, reference Global items where supported by the block. more information

What are common use cases for Global Custom Data Items?

Organization address and registration numbers, legal/compliance text, brand taglines, contact details, payment terms, and links to policies. Centralizing these values reduces maintenance and ensures brand consistency. more information

How do I troubleshoot when a Global Custom Data Item doesn’t resolve?

Check that: the correct Global item was inserted via the picker, the item exists and is active, there are no typos or unsupported characters, the content block supports merge fields, and you’re previewing a document generated from the template. If issues persist, reinsert the field or contact support. more information