--- schema_version: "1" id: a92fa97de009c89c9a3afecc54b47662a9af5f35ccb03b063614f3032eaaf66d title: Template Requirements Gathering collection: admin version: current locale: en-us portal_url: https://docs.salesforce.com/admin/current/en-us/xcloud/264-0-0/quip_templates_requirements_gathering.md canonical_url: https://help.salesforce.com/s/articleView?id=xcloud.quip_templates_requirements_gathering.htm&release=264.0.0&type=5 source_site: help.salesforce.com content_type: documentation content_hash: 5f9d2a636288f64266cac1ecb1abaa87d51a365b419af526c808804feb219a72 description: Turn your best practices into standard processes and apply them at scale with templates. Here are some things to keep in mind as you decide what templates your users must be successful. products: - Quip - Cross Cloud release: "264" --- # Template Requirements Gathering Turn your best practices into standard processes and apply them at scale with templates. Here are some things to keep in mind as you decide what templates your users must be successful. ### Required Editions

Available in: Lightning Experience

## What are templates? Templates are documents that streamline your business practices within the context of your Salesforce data, without compromising on customization. You can add dynamic fields with mail merge syntax or Salesforce Template Data Mentions that auto-fill based on the Salesforce record. [Tell Me More](https://help.salesforce.com/s/articleView?id=xcloud.quip_mail_merge.htm&release=264.0.0&type=5 "Templates save time copying and pasting, standardize your business practices, and help you get the most out of your Salesforce data. To auto-fill your embedded templates with data from a Salesforce record, you can use Salesforce Template Data Mentions or mail merge syntax.") ## Why use a template? Templates can be customized to specific company processes and use cases, and they can help guide your users through common workflows. Without a template, Account Plans can vary considerably by rep and can lead to confusion, disorganization, and even lost deals. To streamline your business practices and make sure that your reps are aligned, use Account Plan templates that auto-fill with Salesforce data. Your reps save time writing their Account Plans and spend more time selling. ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-anywhere_app-264-0-0-production-enus/c0406050-7b26-469a-9dc5-10d6c0c9c576/images/icon_note.png) Note Looking for Sales Account Plans or Trade Promotion Management (TPM) account plans? See [Sales Account Plans](https://help.salesforce.com/s/articleView?id=sales.account_plans.htm&type=5&language=en_US) or [Review Your Sales Targets with TPM Account Plans](https://help.salesforce.com/s/articleView?id=ind.tpm_concept_admin_account_plan_parent.htm&type=5&language=en_US). ## How do you create a template? You can [mark any document](https://help.salesforce.com/s/articleView?id=xcloud.quip_mark_as_template.htm&release=264.0.0&type=5 "To differentiate documents that your team uses as templates, mark your documents as templates in Quip. See what documents are embedded in Salesforce based on the object, convert your embedded documents to templates, and access them from the Template Library in Quip.") as a template. A Salesforce admin then embeds the template in an object’s page layout and choose how they want their users to be able to create documents from it: manually, through Flow Builder, or both. ## Where do documents created from a template go? By default, documents created from an embedded template are added to the user’s Private folder in Quip. A Salesforce admin can also use actions in Process Builder or Flow Builder to automatically add created documents to assigned folders and grant access to the right users at the right time. ## How do dynamic fields added to a template work? To auto-fill your embedded templates with data from the Salesforce record, you can use Salesforce Template Data Mentions or mail merge syntax. Both options support the embedded object’s custom and standard fields and lookup fields up to one level. [Tell Me More](https://help.salesforce.com/s/articleView?id=xcloud.quip_mail_merge.htm&release=264.0.0&type=5 "Templates save time copying and pasting, standardize your business practices, and help you get the most out of your Salesforce data. To auto-fill your embedded templates with data from a Salesforce record, you can use Salesforce Template Data Mentions or mail merge syntax.") ## What dynamic Salesforce data can you add to a template? The [Salesforce Record live app](https://help.salesforce.com/s/articleView?id=xcloud.quip_template_record.htm&release=264.0.0&type=5 "As you set up your templates, use Template Records. When a user creates a document from your embedded template, the Salesforce template records automatically populate with the record’s data and continue to stay up to date. Control the fields that your users see to keep information relevant and boost Account Plan adoption."), [Salesforce List live app](https://help.salesforce.com/s/articleView?id=xcloud.quip_template_related_list.htm&release=264.0.0&type=5 "As you set up your templates, use Template Related Lists. When a user creates a document from your embedded template, the Salesforce template related lists automatically populate with the record’s data and continue to stay up to date. Configure the Salesforce List live app in Quip to auto-populate with a list of Opportunities related to an Account."), [CRM Analytics live app](https://help.salesforce.com/s/articleView?id=xcloud.quip_einstein_analytics_template_mode.htm&release=264.0.0&type=5 "Use Template Mode to add live CRM Analytics dashboards to your templates that auto-filter based on the Salesforce record they’re embedded in."), [Salesforce Report](https://help.salesforce.com/s/articleView?id=xcloud.quip_dynamic_filters.htm&release=264.0.0&type=5 "Save time tailoring your master report to each individual by automatically filtering your reports based on your users, region, and more. Add a filtered Salesforce report to a document embedded in a Salesforce record. Embedded reports dynamically filter based on the record’s data."), and [Salesforce Data Mentions](https://help.salesforce.com/s/articleView?id=xcloud.anywhere_add_template_data_mention.htm&release=264.0.0&type=5 "As you set up your templates, use Salesforce Template Data Mentions instead of mail merge syntax. When a user creates a document from your embedded template, the Salesforce Data Mentions automatically populate with record’s data and continue to stay up to date.") have template options. After you set up your templated fields, they auto-fill based on the Salesforce record. ## Define Your Use Case Identify a high impact use case for a template. - What existing process could be improved by using templates in Salesforce? - Who are the key players that would benefit from process change? - What goals are you hoping to achieve through this process change? - What strategic initiative does this process change map to? ## Gather Your Template Requirements Identify what data must be in your template. - What data lives in Salesforce that you want pulled into your template? - How is that data structured today (standard field, custom field, custom view, list, related list, report, and so on)? - What data lives outside of Salesforce that you want pulled into your template? - Where is that data updated today (emails, notebooks, note apps, and so on)? - Create a list of all Requirements and Business Impact for each requirement. Here’s an example:

Use Case	What It Looks Like Today	Requirement Name	Business Impact	Salesforce Data Required?	Where It Lives Today	Salesforce Automation Required?
Account Planning	Folders are organized in Sharepoint with the appropriate access designated per user.	Document access restrictions	Documents must not be accessible by anyone outside of the project team.			Every Account Plan should be added to an Account folder and the Account team members should be @mentioned when the document is created.
Account Planning	Account Planning PowerPoint	Customer Overview		Name Location Spend	Account record
Account Planning	Account Planning PowerPoint	Account Team		Name	must create fields in Salesforce
Account Planning	Account Planning PowerPoint	Open Opportunities	As a business executive, I want to see each opportunity and related milestones.	Opportunity Name Amount Owner Close Date Health Score Milestones	Opportunity record
Account Planning	Account Planning PowerPoint	Customer's Goals			Should be free-form text
Account Planning	Account Planning PowerPoint	SWOT			Should be free-form text
Account Planning	Account Planning PowerPoint	Growth Strategies			Should be free-form text
Account Planning	Account Planning PowerPoint	Action Plan			Should be free-form text
Account Planning	Account Planning PowerPoint	Relationship Mapping		Contact Name Title	Contact record

## Identify Your Current Process - What is the process today? - What tools are used for the process? - Who manages the process? - Who are the key stakeholders? - How often does the process get updated? - What works well for this process? - How do you document how users experience the process today? ## Define Your Ideal Process - What are the pain points of your current process? - What could be better about this process? - What information could be added to Salesforce that isn’t currently there? - What information do your users must update on an ongoing basis? - What can be removed from the current process? - What reporting do you need? ![Note](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-xcloud-anywhere_app-264-0-0-production-enus/c0406050-7b26-469a-9dc5-10d6c0c9c576/images/icon_note.png) Note If reporting is required, it must be through Salesforce’s reports and dashboards. Quip doesn’t have a way to report on free-form text. - Optional. What validations or rules are required for your data? ## Identify Your End Users - Who is your target audience? - What tools do they use on a daily basis? - How do they feel about their current process? - How do they feel about Salesforce today? - Have you rolled out any new processes in the last three months? If so, how did it go and what would you do differently? - Have you rolled out any new tools in the last three months? If so, how did it go and what would you do differently? - Who are your pilot users and how can they provide feedback? ## What Salesforce data should you use?

Salesforce Data Type	Pros	Cons	Considerations	Use Case
Salesforce Template Record	After they auto-fill with data, they bidirectionally sync with Salesforce. Can edit and view records on the Quip mobile app.	Only supported in documents marked as templates. Shows only one record. If you want to view all opportunities or contacts, you need a Salesforce Record live app for each. To view all records, we recommend you use the Salesforce List live app.	Template Records work in Lightning Experience only. You can’t add the Salesforce Record live app to a document on mobile.	Set up one or more live apps in an embedded template. They all auto-populate based on the same record. Account Overview details like the Account Name, Current Spend, Territory, Location.
Salesforce Template Related List	After they auto-fill with data, they bidirectionally sync with Salesforce. You can edit and view list views on the Quip mobile app.	Only supported in documents marked as templates. You can’t add columns from Quip if not already configured on the list view in Salesforce.	Template Related Lists work in Lightning Experience only. Dynamic filters can be set only for related list views. You can’t update lookup fields. You can’t add the Salesforce List live app to a document on mobile.	Set up one or more live apps in an embedded template. They all auto-populate based on the same record. Opportunity lists, Contact lists, and so on.
Salesforce Report	One-directional view of live Salesforce reports in Quip. You can view reports on the Quip mobile app.	You can’t edit a report in Quip. To update Salesforce data in Quip and save it to Salesforce, we recommend using the Salesforce List live app.	Template Mode works in Lightning Experience only. You can’t add or edit Salesforce reports on mobile. Comments and columns aren’t tied to the Salesforce data. If you add a comment to a report cell and the data moves to another cell on refresh, the comment doesn’t move with it. If you want to have live data and Quip-only columns, we recommend you filter the report by time so all new rows are added to the bottom of the spreadsheet.	Activity lists filtered by the last 30 days and a user or keyword. You can use hashtags for activity reports on key initiatives.
Salesforce Template Data Mention	After they auto-fill with data, they bidirectionally sync with Salesforce.	Only supported in documents marked as templates.	You can’t view or add Salesforce Template Data Mentions on Quip mobile. You can view and edit regular Salesforce Data Mentions on mobile.	Data mentions stay up to date even after they populate with Salesforce data. End users who want to mention a record or record field can use regular Salesforce Data Mentions in their notes.