Assign Templates to a Team

In QuoteCloud, assigning templates to a team means linking one or more prebuilt document templates — including layouts, approved branding, and workflow settings — to a specific team so that team members can create proposals and documents using those approved formats.

This helps teams produce consistent quotes and proposals using the organisation's templates in your sales quoting software or sales proposal software.

Only users with the appropriate role permissions can assign templates to a team. This is typically administrators or users who have access to User Account Controls and the permissions required to manage templates and team settings.

Users must also hold the Document Templates permission (create/modify/delete) to edit templates after assignment.

No. Team members can use templates assigned to their team but cannot modify or override the template itself. Only users whose roles include the Document Templates permission can edit, update, or delete templates.

This restriction preserves consistent branding and workflow rules across your quote software and proposal software outputs.

Assigning templates to a team enforces consistent document layouts, approved branding, and preset workflow structures across all proposals and quotes created by that team. It reduces errors, speeds document creation, and helps maintain brand compliance.

For organisations using sales quoting software or sales proposal software, this makes it easier to ensure every customer-facing document meets company standards.

Yes. You can assign one or multiple templates to a team depending on the variety of document types the team needs to create. Multiple assigned templates let teams choose the appropriate approved format for each use case — for example, different templates for standard quotes, full proposals, or industry-specific documents.

Yes. When a template is assigned to a specific team, only members of that team can access and use that template. Assigning templates is a way to control which teams have access to particular branded or workflow-specific document formats.

This access control helps protect sensitive or specialised templates within your quote software environment.

When a template is edited or updated by a user with the Document Templates permission, those changes apply to the template that is assigned to the team. Team members will then use the updated layout, branding, or workflow settings when they create new documents from that template.

This ensures updates (brand refreshes, legal changes, etc.) propagate to all affected quotes and proposals in your sales proposal software.

Users with the appropriate role permissions can unassign or reassign templates for a team through the templates or team settings in QuoteCloud. Removing or changing an assigned template updates which preapproved formats team members can select when creating documents.

Always review permissions before changing assignments to avoid unintentionally removing required templates from team members who rely on them for quote and proposal generation.