In this video we're going to show you one
of the most common ways to customize the
Proposal Pack and Wizard software for
people who are writing multiple
proposals. One of the things you do when
you're writing multiple proposals is you
don't want to have to retype the same
material that's consistent across all
your proposals. Such as company
information, your list of services and so
on. So the way we do this is you edit our
stock templates that you're going to be
using for all your proposals. We're going
to illustrate this using one of our
design themes, our Accounting #1
Pack. Now this works with any of our
hundreds of packs for any kind of
proposals. There are four different ways
you can edit our stock templates. We'll
show you all four methods here. The first
is to locate the install folder for your
Proposal Pack. By default they're
installed into a ProposalKit folder
with a subfolder ProposalPack. And then
the design theme name. So, for whatever
package you installed look down the
folder directory structure of your
Proposal Packs until you find a
Documents subfolder and then a Word
subfolder. Now the Excel spreadsheets are
in the Spreadsheets folder. So in the
Word subfolder, once you find this folder
with over a couple thousand templates in
it. These are the stock Word documents
that are assembled together into every
proposal you create. So all four methods
we're going to show you are just
different methods of editing the
templates in this subfolder. So this
first method is the manual way of just
going straight into the subfolder using
your operating system. So we'll show you
how to open one specific template. The
Cover Letter. So we'll just scroll down
all the templates. They are titled by the
names of the actual chapters.
So we'll just go down and find the Cover
Letter.doc. So in the Wizard
interface when you select the Cover
Letter chapter this is the Word document
it's going to assemble into your
document. So we're actually going to edit
this template and save it so you can see
how the edits show up in your assembled
document later. Okay, so we're going to
take this stock template and we've
written some text already. We're just
going to insert it in place.
Now we have an edited Cover Letter
that's going to get used for all of our
proposals. Now we're going to illustrate
this using the idea of an accounting
services proposal. We're going to save this
Cover Letter. Now you'll note we're
saving over the top of the existing
templates. We're not doing a Save As.
We're not changing any file names.
Okay, so we've edited one template
manually. Now we'll show you the second
way which is to use the browser-based
organizer. These are the red icons on
your desktop. It says Open Proposal Pack
and then whatever design theme you have.
Now this time we're going to open up a
different template. We'll open up the
Title Page. So we can either click the
All Editable Templates link here or we
can do these dropdowns.
And we'll just go to the Top 40 Most
Common because that's where we know the
Title Page is. Now once you get to any of
the chapter templates in this organizer
clicking the Open Document button will
basically do the same thing as if we
were in that folder and double-click
the Title Page template. So now we've
opened up another template that's in
that same folder. Let's just say we're
going to always use the Title Page. Okay, so
now we've edited two templates all those
edits will always get pulled into every
proposal created. Okay, now the third way
to get to editing those templates is to
use this Document Styles button. Edit
Style, click this Manage Templates tab
and click the Edit Stock Templates
button. Now this screen gives you access
to all of the thousands of templates. Now
we're going to edit the Services
Provided chapter because we've decided
the services chapter is what we're going
to use for all of our proposals.
In this case now it can be
kind of difficult to find an individual
chapter using these dropdowns.
So we're going to sort these in
alphabetical order to make it easier to
find the Services Provided chapter. So
click this in alphabetical
order and now we want to find the
Services Provided so we'll just go down
to the S's.
Find the Services Provided template and
you'll see a yellow arrow pointing to a
button called Edit Selected Template. All
this did was open the services template
from that documents Word subfolder.
We're going to paste in some text that
we want to use for all of our proposals.
We'll save this template. Okay, so that is
the third way you can edit our stock
templates.
Now the fourth way is when you're
actually in the Document Project screen
selecting templates for your project. So
click the Document Projects button.
Now for all of our proposals we've
decided we're going to use a Cover
Letter, a Title Page, a Back Page, the
Services Provided page, and a Cost
Summary page. These are a
good general set of chapters for most
services proposals. Now you have
thousands of other options to add
additional chapters to flesh out any
kind of services proposal or any type of
proposal. But for this example our base
proposals are always going to be these
five templates. Now because we're going
to use the same set of chapters for all
future proposals we're also going to
create a preset. This way we don't have
to find and reselect all of our
chapters every single time. We'll call
it My Proposal Layout. Create a preset.
And now every time in the future we come
back we'll select this preset. It'll
automatically load our five chapters
and when we built the document it'll
load in all these edited templates we've
been working on as well. Okay now the
fourth way to edit stock templates is
from this screen. The Add Templates tab.
Click the Show all Templates button and
you'll see you have access to the
thousands of chapters from these
dropdowns. Again, we're going to sort this
alphabetically because we want to find
certain chapters a little quicker. Now
also there's another optimization here.
We can click this Only Show Templates
Selected in my Project. That will narrow
these lists down to only the five
chapters we actually have selected in
our project. This makes it much faster to
open templates because now you can see
we can quickly go to the Cost Summary
without having to scan through thousands
of pages in these drop downs. So now
that we've highlighted Cost Summary we
can click the Edit Template button. Now
if you're using the Expert Wizard it's
also going to open an Excel spreadsheet.
For Novice users you'll still have the
spreadsheets available but they won't be
directly linked into your Word
documents. For Expert Wizard users these
cells will actually be linked into your
document if you want. So this
example will show you how to
edit a stock Excel template.
So we've put in some stock line items
and stock prices and will save the Cost
Summary Calculator and will make some
edits to this Cost Summary template.
Now notice we're leaving these tags in
the Cost Summary template. These tags
will be replaced with links to the Excel
spreadsheet for the Expert Wizard users.
For Novice users these will be replaced
with some stock line items and you can
manually edit the cost summaries for
each proposal. Alright, so now we've
edited four templates and all of our
edits will be pulled into every proposal
project we create in the future. So we'll
give this project a title. Call it
Accounting Proposal #1. Our
Company Data is already in here, our
Client Data that'll change for every
client. And now we're going to build this
proposal. Now because we're using the
Excel spreadsheets we're going to link
those into this document just to
illustrate the Expert level feature. Now
we only are going to use four line items
in the spreadsheet so we'll select
4 here just because that's going to
make less manual editing of the Cost
Summary once it's generated by it by not
adding extra lines that we don't need.
Okay, now our documents have been
generated and we'll show the Expert
level feature here with a linked
spreadsheet. So these were our stock line
items we've put in. And you'll see the
text that we had entered into the stock
Cover Letter has been pulled in and the
Client Data and Company Data have been
merged in. And you'll see the linked
Excel spreadsheet line items and prices
have been pulled into the Cost Summary.
Now for Novice users you would just be
manually hand editing this Cost Summary.
But also see our edits to the stock
templates have been pulled in. The edits
we made to the stock services page right
here were pulled in. So every document
we would generate from now on will use the
same set of chapters and the edited text
that we had saved in the stock templates.
And you can keep making changes to the
stock templates as often as you like.
One benefit to having all the stock
templates in separate documents that are
all assembled is it that you can make
even more custom changes to future
proposals. So let's say one of our next
proposals we needed to write was for a
larger project and we needed to add
additional chapters to it beyond the
five stock ones that we commonly use.
We'll just go and add a new project.
We'll go and select
our preset. We'll load our five common
chapters that we use for all of our
proposals. But now let's say we want to
add some additional chapters for this
new proposal. So say we want to add a
Payroll page and a Bookkeeping and Tax
pages.
So we'll add a Bookkeeping, a Payroll,
Taxes and a Reporting page. We're going to
add four new chapters. So now we're up to
nine chapters for the next proposal. So
click OK. Click OK. We'll fill in our
Client Data screen. I will save the
project and we'll build the second
proposal. Now the second proposal will
use the same edits that we had made to
the 5 stock templates. Plus it's going
to pull in four new chapters. Okay, now
our second proposal has been generated
and you'll see again that's pulled in
our stock edits.
But now it's also pulled in a Reporting
chapter, the Bookkeeping chapter, Payroll, and
Tax chapters. So this is how you can more
efficiently create multiple proposals
over time and minimize the amount of
work you're doing by not having to
retype common information that gets used
over and over. Plus the ability to
customize your proposals even more with
additional chapters or changes to the
layout. Click subscribe to keep up on the
latest proposal writing tips with
Proposal Kit.
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