Variable Dropdown in Text Elements
In any Text Element on a Proposal or Template, there is a dropdown box for variables. This allows you to designate the variable that will be replaced with customer-specific data when previewed or sent to the customer.
Variable Defaults
Each proposal is linked to an Account and at least one Contact. These records are stored in GleanQuote for easy retrieval even if you are integrated with a CRM and the data is managed outside GleanQuote.
Field Mapping is managed in Integration Settings for any CRM or outside data source.
Below is a list of standard and default fields already set up in GleanQuote
* Denotes a System Required Field for that record type
Contact Variables
Contact First Name *
Contact Last Name *
Contact Full Name
Contact Email Address *
Contact Phone
Contact Title
Contact Job Function
Contact Job Level
Contact Type
Contact Address
Account Variables
Account Name *
Account Website
Account Organization Type
Account Lead Type
Account Revenue Range
Account Employee Range
Account Billing Street
Account Billing City
Account Billing State
Account Billing Country
Account Billing Zip
Account Shipping Street
Account Shipping City
Account Shipping State
Account Shipping Country
Account Shipping Zip
Assigned User Name *
Assigned User First Name
Assigned User Title
Assigned User Email *
Assigned User Email (with prefix)
Assigned User Meeting Link
Assigned User Work Phone
Assigned User Work Phone (with prefix)
Assigned User Cell Phone
Assigned User Cell Phone (with prefix)
Client Variables
(managed in Company Settings/Company Profile)
Client Name *
Client Address
Client Address (no country)
Client Phone
System Variables
Current Date
Date: Day of Week
Date: Day of Month
Date: Month
Date: Month of Year
Date: Year
Proposal Variables
Proposal Number
Proposal Amount
Proposal Name
Multiple Quote Table Total Variables
If your proposal includes one or more quote tables, you will also see a variable for the total of each table. These are identified by the quote table name you can manage from inside the quote table.
These variables are extremely useful for an Executive Summary or recap of pricing in a text block.
Summary from Multi Quote Tables Example:
Contact Variable Default Rules
Since each proposal can be linked to only one account or one opportunity, the variables for those tables will be pulled from the specific account or opportunity. GleanQuote allows for many contacts to be associated with the customer which gives you some choice over which to use for variables in the proposal.
- Primary Contact - If no other rule is applied, the Variables will be pulled from the Primary Contact associated with the account or opportunity
- Signature Block - If only one contact is selected in a signature block, that contact will be used instead of the Primary Contact unless rule 3 applies below
- Selected Contact - In the Proposal Settings tab, there is a dropdown for "Select Contact For Variables". If Rule 1 or 2 apply and no selection is made here, the dropdown will show "Select Contact", however, once contact is selected using the dropdown, that contact name will appear on the selector and can only be managed from this dropdown moving forward (rules 1 & 2 are removed)
Custom Fields
GleanQuote also allows you to create and manage custom fields for Accounts, Contacts, Opportunities, and Proposals, and Products.
Custom fields can be set up prior to mapping from a CRM for the most efficient setup process.
Dynamic Product Variables
Dynamic product variables can be used to automatically include text on a proposal that is dependent on the products added to a quote table.
A special variable is automatically created for all product custom fields that are text area type. When this variable is added to a text element, the custom field values for all products in the referenced quote table will be displayed in the PDF and HTML.
For example, in the case below, there is a custom product field named Product Legal Terms. Only Sample Product 4 has a value for this custom field:
When the proposal PDF or HTML is generated, the custom field values for every product in the quote table is displayed dynamically. In this case, only Sample Product 4 has a value in this custom field, so that is all that is displayed.
One popular use case for these dynamic variables is to automatically include custom legal terms that are dependent on the products added to the quote table.
Calculation and Conditional Variables
Formula calculation and conditional variables are available in text elements.
Formula variables can be used to display the result of a calculation in the text element. In this example, we want to display the quote total / 4 and we want the the currency symbol to display next to the amount. This could be used for displaying payment amounts if you offer payment plans.
You can use standard mathematical operators and any proposal, opportunity, quote table or account variables in the formula.
The formula will display on the proposal editor as a block with the word Formula in it. Clicking on the block will display the actual formula modal for editing.
The conditional variable is similar to the formula variable, except it allows you to set rules with conditions and amounts to determine which value is displayed.
For instance, here is a conditional rule that sets the amount to 100 x the number of account reps if the shipping state is California. You can set multiple rules with multiple conditions and values. The rules will execute in the order displayed (you can reorder) and the default rule must have a value set so that if all other rules fail, the default rule value is displayed. You can also set whether the number displays with a currency symbol or not.
In addition to amounts (integers and decimals), you can also set the value to display as a text string or a text field instead of a fixed or calculated number.
SUM FUNCTION
In addition to the standard numeric operations, you can use the sum function in formulas for Subtotal Fields and also in Formulas variables in text elements on the proposal itself.
The format of the sum function is:
SUM(<expression>,<group_id>,<conditions>)
SUM({product_cost})
SUM({product_cost},"Quote Table 1")
SUM({product_cost},"Quote Table 1",{product_supplier}="Test Supplier")
SUM({product_cost},"Quote Table 1",{product_supplier}="Test Supplier" OR {product_category} IN ["Cat 1","Cat 2"])
The group_id is optional and should only be used if you have more than one quote table on a proposal.
You can use AND, OR, and IN for multiple conditions.
When you start typing Sum( in a formula input box, the variable list will dynamically change to include Line Item fields that are not normally displayed as variables and can only be used in the Sum function.