If you spend any time generating quotes or contracts out of your CRM, you know the pain of bad document templates: broken formatting, missing data, or that one field nobody can find. Customizing templates in Experlogix isn’t magic, but it does have a learning curve. This guide is for admins, power users, and anyone tired of wrestling with templates that never quite fit the business.
Below, you'll get a clear, honest walkthrough of how to actually build, update, and manage custom document templates for quotes and contracts in Experlogix. No fluff, no vague promises—just what works, what doesn't, and how to avoid common headaches.
1. Know What You're Trying to Fix (or Build)
Before you start clicking around, get clear on what you actually need. Are you fixing an ugly quote, adding a legal clause to contracts, or building a new template from scratch? The more specific you are, the less time you'll waste redoing work.
Pro tips: - Get input from people who actually use the document, not just management. - Look at a few recent “bad” and “good” examples. What’s missing? What’s annoying? - Make a list of must-have fields and sections before you touch Experlogix.
2. Understand How Experlogix Templates Work
Experlogix uses Microsoft Word as the base for its templates. You design the layout in Word, then insert Experlogix-specific merge fields (these are placeholders that pull in data from your CRM or quoting system).
What this means: - You need Microsoft Word and the Experlogix Template Designer add-in (usually a ribbon tab in Word). - You’ll deal with “data mapping” — connecting CRM fields to Word merge fields. - Formatting quirks in Word will show up in your finished documents. If it’s ugly in Word, it’ll be ugly in Experlogix.
What to ignore:
Don’t mess with the XML or advanced code unless you know what you’re doing. Ninety-nine percent of template issues are solved in Word.
3. Build a Template From Scratch
Here’s the basic process:
3.1. Open Word and Start a New Document
- Use a clean template, not an old, messy one. Avoid copy-pasting from PDFs or web pages (hidden formatting will haunt you).
- Save your file with a clear name, like “Quote_Template_v2.docx”.
3.2. Add Static Content
- Company logo, address, and legal boilerplate go at the top.
- Standard sections: Introduction, Pricing Table, Terms & Conditions, Signature block.
- Use tables for layout, not spaces or tabs. Word’s spacing is fickle.
3.3. Insert Experlogix Merge Fields
- Open the Experlogix Template Designer in Word.
- Place your cursor where you want data (like “Customer Name”), then insert the appropriate merge field.
- Double-check you’re pulling from the right data source (e.g., “Account Name” vs. “Contact Name”).
Common fields: - Quote number, date, expiration date - Customer name, billing/shipping address - Product or service line items (tables) - Total price, taxes, discounts - Signature/date fields (for contracts)
Pro tip:
If you’re not sure which field to use, check your CRM field names directly. Guessing leads to “#ERROR” in your output.
3.4. Build Out Tables for Line Items
- Use Experlogix’s repeatable table functionality for product/service lists.
- Insert a table, then use the “Insert Table Field” option from the add-in.
- Make sure the table starts and ends with the correct “Start Table” and “End Table” tags, or you’ll get missing rows.
3.5. Add Conditional Content (If Needed)
- Need to hide/show sections based on customer type, product, or region? Use Experlogix’s conditional logic.
- In the add-in, use “Insert Condition” to wrap content that should only display under certain circumstances.
Warning:
Conditional logic can get unwieldy fast. Start simple; if you’re nesting multiple conditions, you’re probably overcomplicating things.
4. Test and Preview Your Template
Don’t skip this. Most template errors only show up when you run a real-world test.
- Use the Experlogix Preview feature to see how the template looks with actual data.
- Try multiple scenarios: big quotes, small quotes, contracts with and without options.
- Check for:
- Missing or broken fields (“<
>” instead of an actual name) - Awkward page breaks, cutoff tables, or images that don’t render
- Legal or compliance text showing up when it shouldn’t
Pro tip:
Test with edge cases: long product lists, weird characters (like “é” or “—”), long customer names, etc.
5. Upload and Activate Your Template in Experlogix
Once it looks right in Word and Preview:
- Save the final version (lock it down; no more tweaks).
- Go to the Experlogix admin area in your CRM or browser.
- Upload the template file to the right document library or template list.
- Set permissions: who can use this template? For which products or regions?
- Activate it, and—crucially—deactivate old versions so people don’t pick the wrong one.
What doesn’t work:
Don’t expect users to know which template to pick if you have a dozen versions with similar names. Clean up old junk.
6. Manage and Update Existing Templates
Templates aren’t “set and forget.” You’ll need to update them—sometimes often.
How to make changes: - Make changes to your local Word file, not directly in Experlogix. - Increment your file version (e.g., “Quote_Template_v3.docx”) so it’s clear which is current. - Re-upload and activate the new version, deactivating the old one. - Communicate changes to your team—otherwise, people use outdated templates.
Pro tip:
Keep a changelog in a shared doc or within your template library. It saves time later when someone asks, “When did we add that clause?”
7. Common Pitfalls (and How to Avoid Them)
- Formatting chaos: Word formatting can break easily, especially with tables and images. Stick to basic Word features; avoid “fancy” styles unless you love debugging.
- Broken fields: If you see “#ERROR” or blank spaces, your merge field is pointing to a non-existent or misspelled CRM field.
- Too many templates: Don’t make one-off templates for every use case. Use conditional logic to handle small variations.
- Ignoring permissions: If everyone can edit templates, you’ll end up with “Frankenstein” documents. Limit who can modify and activate templates.
- No testing: Always test with real data before going live.
8. Tips for Keeping Sane
- Start simple: The best templates do a few things really well. Add complexity only if you must.
- Ask for feedback: People will spot issues you missed, but only if you ask.
- Document your process: Even a quick checklist saves headaches if you have to update things later or train a new admin.
- Automate what you can: If you generate similar documents often, build reusable blocks or sections.
Building and managing custom document templates in Experlogix isn’t rocket science, but it does reward a methodical approach. Don’t try to make the “perfect” template on your first go—get something working, test it with real users, and improve as you go. Keep things clear, keep them simple, and you’ll save yourself (and your team) a ton of frustration down the road.