Who can create and edit templates and internal fields?
Templates are created and edited by users with the permission "manage Request Templates" – by default Key Users and administrators. Standard users can only use templates.
Internal fields are created by users with the permission "manage Attributes" – also Key Users and administrators by default.
You can see which user group you belong to in Settings under User Management. You can find both under Settings → Tools → RFQs.
Create templates
Templates help you handle recurring use cases quickly and consistently, for example for annual tenders, drawing parts or custom-made products.
Go to Settings → Tools → RFQs.
Click "RFQ Templates".
Click "Create template".
A template follows the same steps as an RFQ:
General — template title, invitation message, Documents and, under "Internal information", the internal fields you want via "Add fields". You set the deadline and team members only in the respective RFQ.
Articles — additional columns via "Add column" (Article properties or "Custom column") and optionally Articles or default values (see below).
Details — "Bid sheet" tab (e.g. minimum order quantity, tooling costs, transport costs, lead time in calendar days or custom columns) and "Currencies & Commercial terms" tab (base currency, foreign currencies, payment terms, Incoterms).
Prefill Articles or default values
Option 1: Template with specific Articles — store quantities, price unit, comment and attachments (e.g. technical drawings) per Article.
Option 2: Template with default values for line items — store default quantities, a default price unit, a default comment or values for Article properties that apply to all line items added in the future. Attachments are not possible here.
Important: A template contains either specific Articles or default values – both together are not possible. As soon as you add an Article, the default values are removed.
Create internal fields
Internal fields are only visible to your team, e.g. for cost center, project or approval status.
Go to Settings → Tools → RFQs.
Click "Internal fields".
Click "Add new", enter a name and select a type (e.g. text, long text, single or multiple choice, user selection or attachments).
Translate field labels automatically: Use "Auto-translate all" to have the labels of all fields machine-translated into further languages. A progress dialog shows the progress; the process can be canceled at any time.
Delete internal fields: Click the three-dot menu to the right of the field, select "Delete" and confirm. Deleting cannot be undone.
Frequently asked questions
Q: What should I keep in mind when creating a template?
A: Choose a clear, meaningful name (e.g. "Turned parts – Q1 2027") and store relevant Article information such as material, dimensions or drawing number.