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Creating Proposal Templates

Overview

Proposal Templates are reusable templates that govern the branding, styles, and formatting of the proposals built using Proposal Builder. You can create multiple templates that suit the various needs of your organization.

Permissions

You must have the Create and Update Proposal Template permission to create a new template and manage the templates created by other users.
Org Settings.png

Select the applicable tab for your edition of Responsive.

  • Creating New Proposal Templates

    If a template has already been created you can click on New Template from any of the available tabs.

    PB - New Template.png

     

    To start crafting a new proposal template switch to the Templates tab at the top of the page and select New Template

    New PB Template.png

     

    You can view the quick help wizard by clicking [i] Wizard.png on the top right to get more information on the steps.
    PB - Template Wizard.gif

    Template creation involves the following steps.

    1. Template Information
    2. Theme Files
    3. Sections (Content & Catalogs)

    Step 1: Template Information

    Enter the Template Name and Business Unit (if enabled), and if desired, include a Description and Tags. Then, click Next to proceed to the next step. Template Name and Business Unit are mandatory.

    Note: Tags offer a great way to keep your templates organized. Additionally, the Tags filter in the search tool helps you quickly locate the templates you need.
    PB - Template Info.gif

    Step 2: Theme Files

    The Theme Files (Response Templates) determine the style, formatting, and layout of the documents to which they are applied. You can upload a new theme file or choose from the existing list. If multiple theme files are added to the proposal template, they will be presented as choices for the proposal author to select from. Refer to Working with Theme Files article to learn more about theme files.
    PB - Adding Theme.gif

    • Set as Default - You can select multiple Theme files and set one as the default.
    • Next - The Next button is enabled only after selecting at least one file as the default.
    • Preview - You can access the preview of theme files from both the right and left sides.
    • Upload - You can upload new theme files directly into the existing Themes Library.

    PB - Skip Theme.png
    Note
    : You can skip selecting/uploading themes and proceed to the next step by choosing I’ll do this later. If skipped, users can preview the template in Responsive's default theme file.

    Step 3: Configure Sections & Content

    Next, you can start adding sections and content to the proposal template. The Add Sections pop-up is displayed by default where you can find the list of section templates that were created in the Sections module.

    Note: To create a proposal template, you need to add at least one section.

    Finding Sections Using Filters

    You can use the filters on the left to find the specific section you want to add to the proposal template.
    PB - Filter Sections.gif

    Adding Sections to the Selection List

    You can add sections from the list in any of the following ways.

    Click Add on the sections that you want to add to the Selected list on the right.
    PB _ Add Sections.png

    You can use Add All in the center pane to add all the sections in bulk.
    PB - Add All.png

    To add a section from the preview pop-up, click on a section to bring the preview pop-up, then click Add.
    PB - Add Sections from Preview Popup.gif

    Remove Sections from the Selection List

    To remove a section click the corresponding Remove button.
    PB - Remove Section.png

    You can use Remove All to remove all the sections in bulk.
    PB - Remove All Sections.png

    To remove a section from the preview pop-up, click on a section to bring the preview pop-up, then click Remove.
    PB - Remove Sections from Preview Popup.gif

    Previewing Section Pop-up

    To preview the section, you can click the section or the preview icon.
    PB - Preview Section.gif

    In the preview pop-up, you can use the Previous and Next buttons to navigate to other sections.
    PB - Preview Navigation.png

    You can also use the Add or Remove button to include or exclude the section from the selection list.
    PB - Section Preview Popup - Add & Remove.gif

    To exit the preview pop-up, click Close.
    PB - Section Preview Popup - Close.png

    Reorder Section in the Selection List

    You can reorder the selected list of sections by simply clicking and dragging a section.
    PB - Reorder Sections.gif

    Click Done to add the selected sections to the proposal template.


    Once the selected sections are added to the proposal template the following page is displayed.
    PB - Proposal Template - Preview.png

    1. Switch between Edit and Preview tabs.
    2. Click [i] Expand All.png to expand or [i] Collapse All.png collapse all the sections.
    3. Add Section - Click to add more sections to the proposal template.
    4. The following actions are available for each section.
      1. [i] Open in New Tab.png - Displays the section in a new tab
      2. [i] PB - Trash - Delete.png - Remove section
      3. [i] Navigate Up or [i] Navigate Down.png - Expand or Collapse section
    5. Displays the contents of the section.
    6. Reorder the section by clicking and dragging the six-dot handle.
    7. Displays the list of catalogs in the proposal template grouped by sections.

    Note: Dynamic Fields, such as Merge tags and Catalogs, are distinguished by color-coded lines. Merge tags are marked with a blue line, while catalogs are marked with a deep orange line.

    Updating Theme’s Dynamic Fields

    Dynamic fields introduced to the proposal via the theme files but are not a part of the selected section content are listed on the Preview tab. The theme name is displayed below the dynamic field, indicating that it is a dynamic field associated with the selected theme.

    To update the values on the preview pane, enter the replacement text and click Rebuild Preview.

    PB - Template - Update Theme Fields.png

    Preview Template

    Switching to the Preview tab generates a template preview. The system recognizes dynamic fields in the proposal, enabling you to input sample content.
    PB Proposal Template Preview.pngNote: Sample values added to the fields are displayed on the preview pane on clicking Rebuild Preview.

    In case you chose to skip adding a theme file, you can opt to add one by clicking Add a Theme File. The system automatically applies the Default Template if a theme is not selected.

    PB - Add Theme File on Template Preview.png

    Note: When there are multiple theme files added to the workflow, you can set any theme file as the default file apart from the already selected theme file.

    Rebuild Preview

    To generate a preview with sample content, fill out sample data on the left pane, then click Rebuild Preview.
    PB - Template - Rebuild Preview.png
    Note: The Rebuild Preview option will be available only after updating any values for the dynamic fields on the left. Also, the sample content added here is for preview only, and will not be saved to the template.

    Save Draft

    When you reach the Sections step in the template creation process, you can save your progress by clicking Save Draft. You can access your drafts on the Draft tab of the Templates list page.
    PB - Save Template Draft.png

    Publish Template

    After configuring the sections, when you're ready, click Publish to make the template accessible to proposal authors. You can access the template on the Active tab of the Templates list page.

    PB - Publish Template.png

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Creating New Proposal Templates

    If a template has already been created you can click on New Template from any of the available tabs.

    PB - New Template.png

     

    To start crafting a new proposal template switch to the Templates tab at the top of the page and select New Template

    New PB Template.png

     

    You can view the quick help wizard by clicking [i] Wizard.png on the top right to get more information on the steps.
    PB - Template Wizard.gif

    Template creation involves the following steps.

    1. Template Information
    2. Theme Files
    3. Sections (Content & Catalogs)

    Step 1: Template Information

    Enter the Template Name and Business Unit (if enabled), and if desired, include a Description and Tags. Then, click Next to proceed to the next step. Template Name and Business Unit are mandatory.

    Note: Tags offer a great way to keep your templates organized. Additionally, the Tags filter in the search tool helps you quickly locate the templates you need.
    PB - Template Info.gif

    Step 2: Theme Files

    The Theme Files (Response Templates) determine the style, formatting, and layout of the documents to which they are applied. You can upload a new theme file or choose from the existing list. If multiple theme files are added to the proposal template, they will be presented as choices for the proposal author to select from. Refer to Working with Theme Files article to learn more about theme files.
    PB - Adding Theme.gif

    • Set as Default - You can select multiple Theme files and set one as the default.
    • Next - The Next button is enabled only after selecting at least one file as the default.
    • Preview - You can access the preview of theme files from both the right and left sides.
    • Upload - You can upload new theme files directly into the existing Themes Library.

    PB - Skip Theme.png
    Note
    : You can skip selecting/uploading themes and proceed to the next step by choosing I’ll do this later. If skipped, users can preview the template in Responsive's default theme file.

    Step 3: Configure Sections & Content

    Next, you can start adding sections and content to the proposal template. The Add Sections pop-up is displayed by default where you can find the list of section templates that were created in the Sections module.

    Note: To create a proposal template, you need to add at least one section.

    Finding Sections Using Filters

    You can use the filters on the left to find the specific section you want to add to the proposal template.
    PB - Filter Sections.gif

    Adding Sections to the Selection List

    You can add sections from the list in any of the following ways.

    Click Add on the sections that you want to add to the Selected list on the right.
    PB _ Add Sections.png

    You can use Add All in the center pane to add all the sections in bulk.
    PB - Add All.png

    To add a section from the preview pop-up, click on a section to bring the preview pop-up, then click Add.
    PB - Add Sections from Preview Popup.gif

    Remove Sections from the Selection List

    To remove a section click the corresponding Remove button.
    PB - Remove Section.png

    You can use Remove All to remove all the sections in bulk.
    PB - Remove All Sections.png

    To remove a section from the preview pop-up, click on a section to bring the preview pop-up, then click Remove.
    PB - Remove Sections from Preview Popup.gif

    Previewing Section Pop-up

    To preview the section, you can click the section or the preview icon.
    PB - Preview Section.gif

    In the preview pop-up, you can use the Previous and Next buttons to navigate to other sections.
    PB - Preview Navigation.png

    You can also use the Add or Remove button to include or exclude the section from the selection list.
    PB - Section Preview Popup - Add & Remove.gif

    To exit the preview pop-up, click Close.
    PB - Section Preview Popup - Close.png

    Reorder Section in the Selection List

    You can reorder the selected list of sections by simply clicking and dragging a section.
    PB - Reorder Sections.gif

    Click Done to add the selected sections to the proposal template.


    Once the selected sections are added to the proposal template the following page is displayed.
    PB - Proposal Template - Preview.png

    1. Switch between Edit and Preview tabs.
    2. Click [i] Expand All.png to expand or [i] Collapse All.png collapse all the sections.
    3. Add Section - Click to add more sections to the proposal template.
    4. The following actions are available for each section.
      1. [i] Open in New Tab.png - Displays the section in a new tab
      2. [i] PB - Trash - Delete.png - Remove section
      3. [i] Navigate Up or [i] Navigate Down.png - Expand or Collapse section
    5. Displays the contents of the section.
    6. Reorder the section by clicking and dragging the six-dot handle.
    7. Displays the list of catalogs in the proposal template grouped by sections.

    Note: Dynamic Fields, such as Merge tags and Catalogs, are distinguished by color-coded lines. Merge tags are marked with a blue line, while catalogs are marked with a deep orange line.

    Updating Theme’s Dynamic Fields

    Dynamic fields introduced to the proposal via the theme files but are not a part of the selected section content are listed on the Preview tab. The theme name is displayed below the dynamic field, indicating that it is a dynamic field associated with the selected theme.

    To update the values on the preview pane, enter the replacement text and click Rebuild Preview.

    PB - Template - Update Theme Fields.png

    Preview Template

    Switching to the Preview tab generates a template preview. The system recognizes dynamic fields in the proposal, enabling you to input sample content.
    PB Proposal Template Preview.pngNote: Sample values added to the fields are displayed on the preview pane on clicking Rebuild Preview.

    In case you chose to skip adding a theme file, you can opt to add one by clicking Add a Theme File. The system automatically applies the Default Template if a theme is not selected.

    PB - Add Theme File on Template Preview.png

    Note: When there are multiple theme files added to the workflow, you can set any theme file as the default file apart from the already selected theme file.

    Rebuild Preview

    To generate a preview with sample content, fill out sample data on the left pane, then click Rebuild Preview.
    PB - Template - Rebuild Preview.png
    Note: The Rebuild Preview option will be available only after updating any values for the dynamic fields on the left. Also, the sample content added here is for preview only, and will not be saved to the template.

    Save Draft

    When you reach the Sections step in the template creation process, you can save your progress by clicking Save Draft. You can access your drafts on the Draft tab of the Templates list page.
    PB - Save Template Draft.png

    Publish Template

    After configuring the sections, when you're ready, click Publish to make the template accessible to proposal authors. You can access the template on the Active tab of the Templates list page.

    PB - Publish Template.png

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