Creating Data Templates for Sales Reporting

Overview

Data templates define the information you must provide when submitting sales reports. Each template includes the fields, accepted values, formatting requirements, and validation rules used for a sales contract.

You must create the data template before creating the sales contract that will use it.

Before You Begin

Before creating the template:

  • Confirm the information you must submit in reports.
  • Identify which fields are required.
  • Determine whether any fields should use a predefined list of values.
  • Confirm who should own and manage the template.

Process

Step 1: Create the Template
→
Step 2: Add Fields
→
Step 3: Add Accepted Values

Steps

Create the Data Template

  1. Log in to the system.
  2. From the left navigation menu, select Tools.
  3. Select Data Templates.
  4. Select New Template.
  5. Enter a name in the Title field.
  6. Enter an explanation of the template in the Description field.

  7. Select the appropriate user from the Owner field.

    Your user account is selected automatically by default.

  8. Configure the template settings.
  9. Select Save Header.

The template record is created. You can now add the fields that you must complete when submitting reports.

Add Fields to the Data Template

  1. From the left navigation menu, select Tools.
  2. Select Data Templates.
  3. Locate the appropriate template.
  4. Select Edit in the Actions column.
  5. In the Data Fields section, select Add Fields.
  6. Enter the field name.
  7. Select the field type.
  8. Enter a description of the information you should provide.
  9. Add instructions when additional guidance is needed.
  10. Indicate whether the field is required.
  11. Select the appropriate formatting requirement.
  12. Enter the maximum field length.
  13. Indicate whether exceptions are allowed.
  14. Repeat these steps for each field needed in the template.
  15. Select Save Field Changes.

Add Accepted Values

Accepted values limit the entries you can select for a field. You can use them with drop-down menus, checkbox lists, and radio button lists.

  1. Locate a field configured as a drop-down menu, checkbox list, or radio button list.
  2. Select Edit next to Accepted Values.
  3. Enter each accepted value on a separate line.
  4. Scroll to the bottom of the window.
  5. Select Close.
  6. Select Save Field Changes.

To remove the accepted values, clear the list and save the field changes again.

Definitions

Field or SettingDescription
TitleIdentifies your data template.
DescriptionExplains how you will use the template.
OwnerIdentifies the user responsible for managing the template. Your account is selected by default.
Active for UseMakes the template available for use. A template assigned to an active sales contract cannot be deactivated.
Limit Edit of Template to OwnerAllows only the selected owner to edit the template.
Limit Use of Template to OwnerMakes the template visible only to the selected owner.
Field NameIdentifies the information you must provide.
Field TypeDetermines how you enter or select information.
Description and InstructionsExplains what information you should enter in the field.
RequiredDetermines whether you must complete the field.
Formatting RequirementDefines the required format for the information you enter.
Maximum LengthLimits the number of characters you can enter.
Allow ExceptionsDetermines whether an entry that does not meet the configured requirements may be accepted.
Accepted ValuesProvides the options available in a drop-down menu, checkbox list, or radio button list.

Summary

A sales reporting data template controls the information you can submit and helps keep your sales report data consistent. After creating the template header, configure its fields, validation requirements, and accepted values before assigning it to a sales contract.

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