Customer Forum

Template Opportunity

Workbooks Support Posted: 2011-03-15 16:32

Is it possible to template a series of line items so that they can be easily added as a repeatable block to opportunities?


It can be time-consuming adding multiple line items to opportunities.

Workbooks Support Posted: Tue, 15.03.2011 - 18:49

An approach taken by some customers is to create their 'template' Opportunity, populated with the most frequently occurring Line Items and then use the Copy Document functionality to create a new Opportunity.


This works really well but do remember the following:


  • Any Emails, People or Organisations that are related to the original Opportunity will be related to the new one.  You can remove these from the new one but do bear it in mind.
  • All the details of the original Opportunity, such as Name, Prospective customer, Close date and so on will be copied so check that these reflect the details of the new Opportunity correctly.
  • Also, the Opportunity Currency and Own Organisation for the new Opportunity will be the same as those for the original one.  You can change these details if required but be aware that changing either of these will remove all Line Items from your Opportunity, which is not what you want to achieve.  In this situation, it would be better to have a different 'template' Opportunity for each Own Organisation and/or different Currency.
External Posted: Wed, 16.03.2011 - 09:14

Currently, our process is first to create a lead then, once qualified, convert that lead to an opportunity, This would prevent us using the approach you suggest.

No application can satisfy every user's requirements and I respect that but I do wonder how users selling relatively complex products get on with Workbooks?

Thanks for replying-

Workbooks Support Posted: Wed, 16.03.2011 - 17:18

One option is to create a template, or set of template opportunities.  When you convert an opportunity, elect not to create an opportunity.  Then, create a new opportunity by copying the template.  Note that you may need to add related items.  The benefit of converting a lead to an opportunity is that relevant items will be related (appear under the various tabs).

It depends how many line items you're adding.  If you regularly use the same 3 line items then I recommend adding them manually each time.  Click Add line item > type the first few characters of the product code > select the product > click Update.  Once you get in a routine this will be a relatively quick process.  If however you have 10 line items you may wish to use this option:

1) Create a new opportunity and name it accordingly e.g. Opportunity Template.  Add relevant line items to this Opportunity and save it.

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2) Create a filter on the All Opportunities Landing Page and save a view with a suitable name, e.g. Templates.

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3) When you need to create an opportunity with default line items, open the Opportunities landing page > Select the saved view you named "Templates" > Open the relevant opportunity template (you can of course have multiple templates) > Copy Document > Create Opportunity.

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4) Give the Opportunity an appropriate name > set prospective customer and other fields as required > Use the Related Items tab to relate back to the sales lead.

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It all depends on workload and the numbers of line items.

I hope this helps.