About the Terms Library


Familiarize yourself with the Terms & Language matrix located here which walks through the use cases and capabilities of each feature. Note that when an Opportunity is Booked, Quote Terms will be associated to the relevant contract.


The Terms Library is blocks of administrator created special language that can be used as is, or edited on a Quote by Quote basis by a permissioned group of users. It can also be automatically added by using "Product Terms".


NOTE: In addition to the Terms Library, Ad-hoc quote terms allow you to create a generic term on the fly without adding it to the library. These Ad-hoc terms will NOT be added to the library for future use and are quote specific.

 

Creating Terms in the Terms Library

  • Browse to the Terms Library tab (Based on permission set by your Administrator, you may not be able to access this tab).

  • Click "New Terms Library"


  • The entry page allows you add a descriptive name along with 32768 characters of Rich Text, the "Approval Level" and a few other options:
    • Hide on Quote: This allows a term to used and attached to a Quote, but suppressed from being viewed on the actual quote pdf output
    • Hide Title: If enabled, the "Name" will not be shown in a Terms list when using the standard Terms components of the Quote PDF output
    • Approved & Published: This allows the Quote Term to be selected and used in the Quoting process.
    • Category: Used to report on different types of terms, or display the term in a custom block of text on the Order Form.
    • Product Term Only: Will ensure the Term cannot be manually selected, it is only added through automation when the corresponding product or products are added.
    • Auto Approve: When added, this quote will be approved, if it is unmodified.


  • Click "Save" when complete.


Adding a Term from the Terms Library to a Quote

  • From the Quote detail view, find the "Quote Terms" related list.
  • Click "Manage Quote Terms"


NOTE: The Manage Terms screen is dependent on permission setup by the administrator and the actions will be displayed only to relevant permissioned users. End users should not have access to the "Approved" or "Edit" actions.


  • Select the Term using the "Library Item" lookup
  • Click "Add Term" if you need an additional Term
  • If there are multiple terms, set the order you would like them to appear on the Order Schedule.
  • Click "Save" when complete.


Managing Terms as a Quote Admin

  • From the Quote detail view, find the "Quote Terms" related list.
  • Click "Manage Quote Terms"
  • If no changes are needed, click the "Approved" checkbox
  • If you would like to modify the text, click the Pencil icon in the "Action" column.


The Term Editor screen will show the Order, Approved Checkbox, Original Language and the Modified Language you entered. Be sure to save your work when done.


Additional Notes about the Manage Terms Screen

  • Terms that have been modified will show an open lock icon in the "Modified" column.



  • The screen will display any modified language, or the original language under the "Text that will display on the Quote" block.
  • Only approved Terms will be displayed on the Order Schedule.



Quote Terms on the Order Schedule Output


  • Quote Terms are automatically added to the following Content elements on the Order Schedule:
    • Standard --> Terms
    • Hybrid --> Quote Terms



  • Additionally, they can be controlled using Quote Term Categories with custom syntax.


For example, let's say you have a set of Quote Terms you have categories as "Special". 

  • Create a custom piece of language in the "Manage Language" area of the Order Schedule setup.
  • Use the following syntax (it's case sensitive) 
    • {!termsLanguageCategory['CategoryName']}
    • Replace Category name with your category -> {!termsLanguageCategory['Standard']}



The raw output will then be displayed on the Quote in the designated section.