List file templates: whose layout is it

What the list file template is

The file Dri sends with the list isn't born with just any layout: it follows a template: which columns, with what title, in what order, with what formatting and, in the PDF, whether it comes out as a table or a grid. Your company builds the template, on a configuration screen; you can adjust on top of it, in the conversation, for that file.

There are two kinds of list template:

• the default templates, one for Excel and another for PDF: they are the ones that come out when you tap 📊 Excel or 📄 PDF in Dri's answer;
• the named templates (for example, "Time Interno" or "Catalog with photos"): variations the company created for specific occasions.

Each list type has a template in use

The list isn't just one. There are four types, each with its own template in use: Standard list, ABC curve, Product registry and Stock. Dri understands from the request which one you want: "what sells the most" and "send me the ABC curve" are the ABC curve; "the stock position", "what is in stock" and "stock and pre-sale" are the Stock; "the product sheets" is the Product registry. Without any of that, it's the Standard list.

⚠️ Stock together with a product isn't the Stock list: "vases in stock" and "kitchen catalog in stock at Loja Centro" are a slice of the products, and the list is still the Standard list. The same goes for "only the ones in stock". The Stock list is when the subject is the stock itself, with no product named.

⚠️ Asking for the ABC curve doesn't filter the list by curve A. To keep only one class, state the class: "only curve A".

On a new list, when the requested type has a template in use, Dri already sends the file, in that template and its format, without asking whether you want Excel or PDF. When nobody chose a template for that type, the usual answer comes, with the 📊 Excel and 📄 PDF buttons.

Whose template it is, in this order

The template in use for each list type is looked up in this order:

1. yours, if your team allowed own templates and you chose one in Your templates (see below);
2. the one your rep agency chose for this organization, if you belong to one;
3. the one the organization chose.

If nobody chose a template for that type, the ABC curve, the Product registry and the Stock come out in each one's system default, with the columns that type needs. The Standard list comes out in the format's Default template, which has three steps; for each format the first one that exists applies:

1. your rep agency's for this organization, if it configured one;
2. the organization's (the supplier whose catalog you are selling);
3. the factory default, when nobody configured anything.

What the rep agency didn't configure falls to the step below, format by format.

A seller of the company itself and a rep agency seller

• Whoever sells for the organization itself (not from a rep agency) gets the organization's template. The exception is when the organization allowed own templates for sellers and you chose one of yours.
• Whoever belongs to a rep agency gets its template, when it exists, or yours, when the rep agency allowed own templates and you chose one.
• Whoever belongs to two rep agencies that serve the same organization gets the one from the rep agency that has its own configuration; if neither has one, the organization's; if both have one, the one from the rep agency where you are the main contact (and, without that, a fixed rule always picks the same one).

The template is decided when the list is generated. A file requested later, from the same list, follows the same owner.

Your templates: when the team allows it

Your team decides whether each seller can have their own list templates. In the rep agency the Partner decides (or the Administrative, if the Permissions by Administrative switch allows), in the Own templates switch on the Permissions screen. In the organization, it's the administrator, in the company settings. The switch comes turned off.

With it on, you get Your templates:

• if you belong to a rep agency, it's a section at the end of the rep agency's Catalog and exports page;
• if you sell for the organization itself, it's the My templates page.

In both cases, the path is the same: on the products screen, Export, Choose template…, and in the dialog the Build or edit your templates link, right below the Template field.

There, in the Templates list, there is one row for each list type (Standard list, with the Used by default badge, ABC curve, Product registry and Stock, with the Default badge). Each row shows the template you get and where it comes from: Team default, Team template, chosen by you or Your template. If the team didn't choose anything for that type, the row says the format's Default template comes out.

The buttons on each row:

• the pencil (or clicking the row) opens the template in use. When it's the team's, it opens with a warning: the first change creates your own copy, already in use in its place, and the team's doesn't change. When it's already yours, it opens your template;
• the copy icon (Duplicate), on the team's template: creates a copy in the Extras, not in use.
• the eye (View the preview) shows how that row's template comes out.

Revert to the team default is inside your open template, at the top of its screen: it undoes your choice and you go back to getting the team's.

What you put in use applies to the lists you ask Dri for and to the ones you export from the products screen. Your templates are yours alone: colleagues don't see them.

The estimate can be yours too. Above the lists, Your templates has the Sent estimate row, with the team's template by default. With Change (arrows icon) you create your own estimate (New estimate), duplicate the team's (Duplicate the current one) or choose one that's already yours (Use as default estimate). It comes out on quotes where you are the seller: on the estimate sent to the customer, on the order copy and on Dri's preview. If another seller takes over the quote, their estimate (or the team's) comes out instead. What was already sent doesn't change.

With the switch off, Your templates shows the sentence "The rep agency turned off own templates; you get the team default." (or "The organization turned off…"). If you ask Dri by name for a template that's only yours, she answers the same sentence. Your templates aren't deleted: they apply again if the switch is turned back on.

Another template, after the file

When Dri sends the list already as a file, in the template in use, right after comes the message "Want the same products in another template or format?", with the Other template menu. It shows: the same file in the other format (Send as PDF or Send as Excel); the other templates of the same list type (yours, the rep agency's and the supplier's, these two only with ★); and, under Other lists, each other list type, like the ABC curve or the Stock: in its template in use or, with no template, in that type's Default template. Below each template's name, "Default: ABC curve" means it is that type's template in use; without that line, it isn't the default of any type. Tapping an option sends the same products, in the same order, in the chosen template. The column adjustments you asked for in the conversation are left behind when you switch templates.

The rep agency's configuration is per organization

The same rep agency usually serves different brands, sometimes competitors, and each brand has its own catalog, with attributes only it has. That's why the rep agency's template is per organization: what it builds for one brand doesn't apply to another. A rep agency that serves three brands configures three times.

In the rep agency, the Partner or the Administrative configures it, on the Catalog and exports screen. See Catalog and exports: how your rep agency's file comes out.

Reaching and owning are different things

A template from the organization reaches all its rep agencies: the supplier owns the catalog, and what it publishes applies to everyone. But it doesn't belong to any rep agency: the organization is the one who edits and deletes it.

A template from a rep agency reaches only its team. That's what keeps a competitor from using, or seeing, what the other one built.

Named templates in Dri's menu

In the list answer, besides the 📊 Excel and 📄 PDF buttons, a menu shows the named templates the company marked as visible to the team. For a rep agency seller, the menu joins both: first the rep agency's, then the organization's. Tapping one delivers the file in that template, in the format it has.

A template without that mark doesn't show in the menu, but can still be asked for by name.

Ask for a template by name, in the message itself

"send the list in the Time Interno template" works. The search is by the name the company wrote on the screen, and it tolerates differences in accents, punctuation and capitalization; just say the beginning of the name when it's unique.

• Two templates starting the same way? Dri doesn't choose for you: she warns there is more than one and shows the names for you to repeat with the right one. The wrong layout would produce a file you'd forward to the customer without rereading.
• The same name in the rep agency and the organization? The rep agency's applies.
• No template with that name? She says "I didn't find a template called …" and lists the list templates that exist.

The template is for orders and quotes, not lists

Export templates have a scope: there are the catalog list ones (the ones on this page) and the order and quote ones, which format the file of those documents. On screen, both show as "template".

Naming an order and quote one in a sentence about a list, Dri doesn't say "I didn't find it": she says that template is for orders and quotes and doesn't apply to a catalog list, and shows the ones that work. They are different answers: one tells you to check the name, the other tells you to choose another template.

⚠️ There is a third object called "template" that doesn't enter this search: the import template, the spreadsheet the customer sends to become an order. Naming it in a sentence about a list falls into "I didn't find a template called …", not "doesn't apply".

Save the conversation's layout as default

You can't in the conversation. What you adjust in the sentence (an extra column, another order, a renamed title) applies to that list. If you ask to save it as default, Dri answers that the adjustment applies only to this list and that the default is set in the template configuration; she never says she saved it. If your team allowed own templates, the path is to build yours in Your templates.

In the rep agency, the default is changed in Catalog and exports, by whoever has the role of Partner or Administrative. In the organization, your company's administrator sets it in Catalog and exports, in the Lists tab.

Common questions

• My colleague gets a different layout from mine. You may be from different rep agencies, one of you sells for the organization itself, or one of you put an own template in use in Your templates.
• I changed the template and yesterday's list came out different. The file is built at the moment it's requested, with the template of that moment.
• I asked for a template by name and got another. Check whether there are two similar names and say the full name.

See The list file layout: format, grid and column order.