User Content Templates

Last updated: 2025-12-21

What are Content Templates?

User Content Templates (Premium-only feature) allow you to save complete offer configurations and reuse them for future offers. Unlike PDF Design Templates which only control visual appearance, Content Templates store your actual business data: customer information, pricing structures, technical specifications, payment terms, and all text content.

Think of Content Templates as pre-filled offer blueprints that eliminate repetitive data entry and ensure consistency across similar projects.

Premium-Only Feature

Feature	Basic	Premium
Save templates	❌ Not available	✅ Unlimited templates
Load templates	❌ Not available	✅ One-click loading
Edit templates	❌ Not available	✅ Update anytime
Delete templates	❌ Not available	✅ Full management
Template list	Shows “Premium Required” message	✅ Dropdown with all saved templates

Why Use Content Templates?

Use Cases:

Standard Product Offers – Save template for each product line (e.g., “Oak Staircase Template”, “Pine Staircase Template”)
Recurring Services – Monthly maintenance packages with standard pricing
Client-Specific Pricing – VIP clients with negotiated rates
Package Deals – Bundle offers with fixed components
Seasonal Promotions – Holiday discounts or special terms
Regional Variations – Different pricing for different markets

Time Savings Example:

Task	Without Templates	With Templates	Time Saved
Enter customer info	2 minutes	10 seconds (edit only)	~2 minutes
Add pricing items	5 minutes	0 seconds (pre-filled)	~5 minutes
Write descriptions	3 minutes	0 seconds (pre-filled)	~3 minutes
Set payment terms	2 minutes	0 seconds (pre-filled)	~2 minutes
Add technical sections	4 minutes	0 seconds (pre-filled)	~4 minutes
Total per offer	~16 minutes	~1 minute	~15 minutes

Creating 20 similar offers per month: 5 hours saved with templates.

Template Data Structure

Content Templates save the following data:

Data Category	What Gets Saved	What Doesn’t Get Saved
Customer Information	• Customer name • Address • City, postal code • Phone, email	• Nothing excluded • Edit after loading
Offer Details	• Offer description • Main title/heading • Custom product badge	• Offer number (auto-generated) • Offer date (uses current date)
Technical Sections	• All section titles • All section content • Visibility status (checked/unchecked) • Layout (half/full width – Premium)	• Nothing excluded
Pricing Table	• All product descriptions • Quantities • Net prices • VAT rate (percentage) • Row order	• Calculated totals (auto-recalculated) • Gross prices (auto-calculated)
Terms & Conditions	• Payment terms • Delivery time • Warranty • Notes/additional terms • Bank account details	• Nothing excluded
Images	❌ NOT saved	• Must add images manually • Images are offer-specific
Metadata	• Validity period (days) • Template name (for reference)	• PDF Design Template choice • Offer status (Draft/Published) • Public link token

Important Notes:

✅ Text content (descriptions, terms, sections) is saved with Rich Text formatting if Premium
❌ Images are NOT saved – they’re considered offer-specific and must be added manually
✅ Technical section layouts (half/full width) are saved if Premium
✅ Templates are private – each user sees only their own templates (admins see all)

Saving Your First Template

Prerequisites:

✅ Premium license active
✅ Offer form populated with data you want to save

Step-by-Step Process:

1. Prepare the offer data

Fill in all fields you want to reuse (customer info, pricing, descriptions, etc.)
Don’t worry about offer-specific details (you’ll edit them later)
Include “typical” or “standard” values for your use case

2. Locate the Template Controls

Template controls are at the top of the offer form
Look for the “Templates” section (above tabs, below Design Template selector)

3. Access Save Template function

Find the button: “💾 Save as Template”
Click the button

4. Name your template

Dialog box appears asking for template name
Enter a descriptive name, e.g.:
- “Standard Oak Staircase”
- “Monthly Maintenance Package”
- “VIP Client – Special Pricing”
- “Summer Promotion 2025”

5. Confirm save

Click OK or press Enter
System saves template to database
Success message appears: “Template saved successfully”

6. Template is now available

Your template appears in the template dropdown
Can be loaded in any future offer (new or existing)

Example Interface (Premium):

┌──────────────────────────────────────────────┐
│ 📁 Content Templates (Premium)               │
│                                               │
│ Load Template: [Choose template... ▼]        │
│                                               │
│ [💾 Save as Template]  [✏️ Update Template]  │
└──────────────────────────────────────────────┘

Example Interface (Basic – Upgrade Required):

┌──────────────────────────────────────────────┐
│ 📁 Content Templates                         │
│                                               │
│ 🔒 Premium Feature                           │
│ Save and load offer templates to speed up    │
│ your workflow.                                │
│                                               │
│ [⭐ Upgrade to Premium]                      │
└──────────────────────────────────────────────┘

Loading a Template

When to Load a Template:

Creating a new offer with similar structure to existing template
Starting from a blank offer and want pre-filled data
Switching an existing offer to match template structure (overwrites current data)

Step-by-Step Process:

1. Open offer form

Create new offer OR open existing offer
Go to offer editing page

2. Locate template dropdown

Find “Load Template:” dropdown at top of form
Shows “Choose template…” placeholder

3. Select template

Click dropdown to see list of your saved templates
Templates are sorted alphabetically by name
Click desired template name

4. Confirm loading (if offer has data)

If current offer has unsaved changes, warning appears:
- “Loading a template will replace current offer data. Continue?”
Click OK to proceed OR Cancel to abort

5. Template loads instantly

All fields populate with template data
Preview updates automatically
Success message: “Template loaded successfully”

6. Customize loaded data

Edit customer name, address (make it client-specific)
Adjust prices if needed
Modify quantities or descriptions
Add images (templates don’t save images)
Generate new offer number

7. Save the offer

Click 💾 Save button
Offer is saved as a new independent offer (doesn’t affect template)

Template List Display:

Load Template: ▼
├─ Choose template...
├─ Monthly Maintenance Package
├─ Oak Staircase - Standard
├─ Pine Staircase - Budget
├─ Summer Promotion 2025
└─ VIP Client - Special Pricing

Managing Templates

Update Existing Template

Purpose: Modify a saved template with new data (e.g., price updates, new terms)

Process:

Load the template you want to update
Edit the fields with new information
Click “✏️ Update Template” button
Select which template to update from dropdown:
- Dialog shows: “Update which template?”
- Dropdown lists all your templates
Confirm update
- Click OK
- Success message: “Template updated successfully”

Important:

Updating a template does NOT change existing offers created from that template
Only affects future uses of the template
Existing offers remain independent

Delete Template

Purpose: Remove unused or outdated templates

Process:

Locate template dropdown (“Load Template:”)
Select template you want to delete
Template loads into form
Click “🗑️ Delete Template” button (appears after loading)
Confirm deletion:
- Dialog: “Delete template ‘[Template Name]’? This cannot be undone.”
- Click OK to delete OR Cancel to abort
Template is removed:
- Success message: “Template deleted”
- Template no longer appears in dropdown

Important:

Deleting a template does NOT delete offers created from it
Deletion is permanent – cannot be undone
Only admins can delete other users’ templates

Rename Template

Current Limitation: Direct renaming is not available in current version.

Workaround:

Load the template
Click “Update Template”
Save as new template with new name
Delete old template

Template Organization Best Practices

Naming Conventions

Good Template Names:

✅ “Oak Staircase – Standard Config”
✅ “Monthly Maintenance – Tier 1”
✅ “Summer 2025 – 15% Discount”
✅ “VIP – John’s Company Special Rate”
✅ “[Product Line] – [Variant] – [Note]”

Poor Template Names:

❌ “Template 1”
❌ “Test”
❌ “asdf”
❌ “My Template”

Naming Strategy:

[Category] - [Type] - [Variation]

Examples:
- Staircases - Oak - Standard
- Staircases - Oak - Premium
- Staircases - Pine - Budget
- Services - Maintenance - Monthly
- Services - Maintenance - Quarterly
- Promotions - Summer 2025
- Clients - ABC Corp - Special Rate

Template Categories

Organize templates by business logic:

By Product/Service:

Different templates for different product lines
Example: “Staircase Template”, “Railing Template”, “Flooring Template”

By Price Tier:

Budget, Standard, Premium versions
Example: “Standard Oak Staircase”, “Premium Oak Staircase”

By Client Type:

Wholesale, retail, VIP pricing
Example: “Retail Customer”, “Wholesale Partner”, “VIP Account”

By Time Period:

Seasonal offers, promotions, special periods
Example: “Q1 2025 Pricing”, “Summer Sale 2025”

By Region:

Different pricing for different markets
Example: “Germany Pricing”, “Poland Pricing”, “Austria Pricing”

Template Workflow Examples

Example 1: Product Template Workflow

Scenario: Staircase company with 3 standard configurations

Setup (one-time):

Create offer with “Standard Oak Staircase” configuration
Save as template: “Oak – Standard Config”
Create offer with “Premium Oak Staircase” configuration
Save as template: “Oak – Premium Config”
Create offer with “Budget Pine Staircase” configuration
Save as template: “Pine – Budget Config”

Daily Use:

New customer inquiry arrives
Click “New Offer”
Select template: “Oak – Standard Config”
Update customer name and address
Adjust quantities if needed
Add project photos
Save and send to customer
Time: 2 minutes (vs. 15 minutes manual entry)

Example 2: Seasonal Promotion Template

Scenario: Summer promotion with 15% discount on all items

Setup:

Create offer with normal pricing
Apply 15% discount to all prices
Add promotion terms: “Special Summer Offer – Valid until Aug 31, 2025”
Save as template: “Summer 2025 – 15% Off”

Daily Use During Promotion:

Load template “Summer 2025 – 15% Off”
Customer info auto-filled with placeholder text
All prices already discounted
Promotion terms already included
Just update customer name and send

After Promotion Ends:

Delete template “Summer 2025 – 15% Off”
Offers already sent remain valid (independent of template)

Example 3: VIP Client Template

Scenario: Regular client with negotiated special rates