Zoho FSM | Record Templates

Record Templates

Overview of Record Templates

Use Record Templates to easily create request, estimate, and work order records using predefined values. By providing a structured format for recording information, record templates help you quickly and accurately capture data in a record, reducing the repetitive manual effort. You can also use Record templates when creating follow up records and converting a record from one module to another.
 
The following examples will illustrate the use of record templates:
  1. If you provide services that involve service kits, you can create templates with the service and its affiliated service kits to avoid having to input individual parts of the kit every time you generate a work order.
  2. Consider that you provide three types of car servicing packages: Bronze, Silver, and Gold. You can create templates for each of the three car servicing packages which contain the specific details, services, duration, and parts included in each package. This way, when you need to create a work order, you can easily use one of these templates to quickly fill in all the required information.
  3. You might want to implement seasonal promotions in order to enhance your business. For example, as a pool cleaning company, you may offer deals such as debris removal with scrubbing, vacuuming with pH balance restoration, and more.  You can create record templates for each of these promotional packages.

 Available in Editions: Professional, Premium

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Permission Required: Record Template

Create Record Templates

To create a record template:
  1. Navigate to Setup > Field Service Settings > Record Templates and click Create Record Template.
  2. Enter the following details, then click Create:
    1. The Name of the template
    2. A Description of the template
  3. In the Create [Module_Name] Template overlay, enter the necessary details and click Save.
    You can refer to the help documentation for Requests, Estimates, and Work Orders to know the details of the fields. The custom fields in these modules will also be listed.
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Points to remember
  1. When you use a record template while creating a record, then the values, if any, provided in the date fields will be used w.r.t the current date to prefill the Create [Module_Name] form.
  2. Tax details of the services and parts will not be shown in the record template. The tax details, if present, will be populated in the Create [Module_Name] form based on the Contact/Company. Please refer to the Estimates and Work Orders sections of your respective editions to find out how the tax values are considered for the services and parts.
  3. The number of line items that you can add to a record template will be the same as that for a record in that module. Please refer to the Zoho FSM's pricing page to know the limits.

Manage Record Templates

You can edit the Name and Description of a record template. To do so:
  1. In the Record Templates List page, click on the desired record template.
  2. Click on the name or description.



  3. In the Edit Record Template popup, make the necessary changes and click Save.
Alternatively, from the Record Templates List page, hover over the desired record and click on the Edit [] icon.  Click on the Edit [] icon next to the record template name. In the Edit Record Template popup, make the necessary changes and click Save.
 

 
You can edit or delete the record templates.
 

Using Record Templates 

You can use the record template while creating a record to prefill the record with the values in the record template. To do so:
  1. In the Create [Module_Name] form, select the desired record template from the drop-down at the top.
  2. The data in the record template will be populated into the form.
    Make the necessary changes you want.
  3. Proceed with creating the record.