Customization | Zhylar Blog

Document Templates

August 19, 2025

Configuration Customization

What are document templates?

Document Templates in Zhylar offer pre-designed formats ensuring consistency, saving time, reducing errors, and creating professional documents.

Three default templates are provided for the following modules-

Quotes- Outline proposed pricing/term + Speed up quote-to-invoice process
Sales Order- Confirm purchase details + Streamline order management
Invoice- Detail billing information + Track payments efficiently

Getting Started

Log in to Zhylar
Go to Left-hand navigation panel
Click on Configuration
Under Customization tab, select Document Template

You will automatically land on the Quotes tab.

Navigate to the tab required.
Few system templates available per module.
One template will be marked as default denoted by a white star in a purple circle.

Create New Template

Click ” + New Template”

One pre-loaded templates will open for you.

If required, from the Default Template layout field, choose another template and begin.
Once template will be marked as a default template. This is the template that will be auto-applied to the document unless changed. This is indicated by a white star in a purple circle.

Customization in the following sections:
- Template Details- basic layout of the document and major customizations in font, alignment, theme, etc.
- Organization Details- Details of the seller’s organization
- Customer Details- enter customer’s details
- Document Details- enter data to be added on the document
- Table Details- Information about the item and related details
- Summary Details- Includes final payment details such as discount, T&C, shipping details etc.

Template Properties

This is the blueprint of the document.
The template name is a mandatory field to be filled.
Add/edit basic details of the template; name, layout, etc.

Template Design

Major stylistic customizations made in this section, such as font, font size, title color, etc.

All changes in this section are optional.

Template Information- Mandatory and Optional Fields

Template Information section covers the major information to be added to the document.
Mandatory fields carry basic data that must be provided on the document. They are:
- Due Date
- Quote/SO/Invoice Date
- TRN (Transaction Reference Number)
- Short-Code
Optional Fields
- Other fields in this section are optional- Donated by a check box beside the field.
- If checkbox is ticked, information must be provided for that field.
- If checkbox is not ticked, that section will be removed from document.
Make adjustments and customizations.

After making changes, click “Refresh” if you want to preview
Click “Save” to confirm
Rename the template before you save. Or you will receive an error message.
This is because a pre-loaded template is used each time you click +New Template to begin customization.

Manage Templates

Mark as default

Click ⋮ 3 dots
Select Set as Default

Update Template

Click ⋮ 3 dots

Select Update
Make changes
Click Save

Please note

All templates share same creation/management workflow.
Custom templates created by users can be set as default.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

What is a document series?

A Document Series is a structured numbering system applied to documents like invoices, quotes, and sales orders (e.g., INV-2025-001) to ensure consistency, efficient tracking, and easy communication.

Benefits of document series in CRM

Automatic sequential numbering
Professional document presentation
Easy organization and retrieval
Audit trails for all transactions
Ease of Continuity in case of Data Migration

Getting Started

Viewing Existing Series

Log in to Zhylar
Go to Left-hand navigation panel
Go to Configuration
Under Customization, click on Document Series

Lists the document series for following modules:

Quote
Sales Order
Invoice
Transaction

Document Series Format

Basic Structure

Prefix: Constant identifier (e.g., “INV”, “QT”)
Suffix: Auto-incremented number (e.g., “00001”)

Final Format: [Prefix]-[Suffix]
Example: INV-0001
Automatic ascending order:
- Example of successive sales orders: `INV-0001` → `INV-0002 → INV-0003
- No duplicate numbers allowed
- Suffix cannot carry any alphabets.

How this works:

System applies prefix automatically
Number increments with each successive document

Update Series

Click on any series to edit format by clicking on the yellow pencil:

Make changes.
Click Save.

> Note: Changes only affect new documents – existing records maintain original numberings

Important Notes on Editing

Suffix Updates:
- If changing current suffix (e.g., 0002 → 0012):
- All future documents use new sequence (0013, 0014 etc.)
- The numbers that have been skipped cannot be used in the future (0003-0011 in this example)
- System will show an error if attempting to use skipped number

Prefix Updates:
- Affects only new documents
- Existing documents keep original prefix

How this works

Prefix auto-applies to new documents.
Suffix auto-increments.
Skipped numbers cannot be recovered – plan edits carefully.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!

Getting Started

Log in to Zhylar
Go to Left-hand navigation panel
Click on Configuration
Under Configuration tab, select Email Template.

Create templates for:
- Deal
- Quote
- Sales Order
- Invoice

If Zhylar email is used, the email will be marked as a no-reply email.
If email is sent from an integrated personal email ID, replies can be sent to the email.

Add New Template

Navigate to desired tab
Click + New Template.

A side sheet will open.

Enter template name
Note: Two templates cannot have the same name in the same module. The system will not allow duplicates.
Fill out remaining fields
Insert variables if required to customize your template. Variables are placeholders used to dynamically insert specific data—such as a customer’s name, deal value, or due date—into templates, emails, or documents
- List of variables differ from module to module.

The image below represents the variables presented in the Sales Order module:

For example, if SO Expiry Date is selected, the system will automatically pick the expiry date added from the sales order.
Or, Contact Name is selected, the name willl be picked directly from the name added to the SO.

if Click Save.
The field options in all templates are the same except in customer portal. Here, only a Template Name, Subject and Body can be added.

AI Email Generator

Are you stuck whilst writing your emails?
At a loss for words?
Not sure how to write a message that will surely make an impact on your clients?

No reason to worry at all because Zhylar offers an AI email generator.

Click on AI ✨
Provide a prompt for the nature of your email.

The AI Email generator has generated email content.

Once the text is generated, you can:
Refine: Based on your preference, you can ask the AI email generator to refine the text.

Insert: Add documents or files

Replace: Click on Replace to add this text by removing the existing text in the email (if any)
Once done, click on Save to save your AI-generated email template.

Default Template

Marked by a white star in a purple circle.
First template created under any tab will be automatically marked as default.
To Change default template, go to List View
Click ⋮ 3 dots
Select Mark as Default.

If there is only one template in the system, the existing template will be marked as default automatically.

Update Template

To update a template,

Click ⋮ 3 dots
Select Update

Make your changes.

Click Save.

Delete Template

To delete a template,

Click ⋮ 3 dots
Select Delete

Provide confirmation.

Note: A template marked as Default Template cannot be deleted.

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!