Sharing Templates & Items
Standardize your quoting across multiple Quotient accounts while maintaining full control.
Ideal for franchises, multi-brand companies, regional operations, or any organization needing consistency across accounts, sharing lets you centrally manage Templates & Items in a Source account and distribute them to one or more Recipient accounts.
How Sharing Works
The Source account holds the originals, while Recipient accounts receive read-only copies:
- Source updates: only affect the Source account, until they are manually shared with Recipients.
- Recipient copies: can be used to create quotes, but the Recipient can’t edit or delete the Source originals.
- Customize shared content by copying it to the Recipient account, and editing the copy.
Your Source account controls which Recipient accounts to connect to, and when updates are pushed. To share updates, edit your original Template or Item in the Source account, then hit ‘Publish’. The latest version automatically replaces the shared copies in all Recipient accounts.
Setting Up Sharing (Source Account)
To set up sharing, head to Account Settings → Sharing Templates & Items.
From the ‘Choose Account’ dropdown, select a Recipient account to share Templates & Items with, and hit ‘Start Sharing’.
Once you’re ready to share Templates & Items to your Recipient account, hit ‘Publish’. The status of this sync will display here for each Recipient as it progresses.
Best Practices
We recommend notifying key users in Recipient accounts that updates are coming up; what they’ll include, and when they’ll happen. Whether it's pricing, text updates, or something else, this communication helps everyone stay on the same page.
Note on Item Codes: Item Codes on Shared Items aren't validated for uniqueness across accounts, so Recipient accounts may need to adjust codes to avoid conflicts with their existing Items.
Ending Sharing
Sharing can be stopped from either side. Once you end sharing with a specific account, you cannot turn sharing back on. This is to avoid duplication of Items.
You have two options when ending sharing:
- Option 1: Keep a Copy of Templates & Items: A copy of everything currently shared will remain in the Recipient account.
- Option 2: Delete ALL Shared Templates & Items: Everything currently shared in the Recipient account will be deleted.
Exception: Shared Items already used in a non-shared Template will be copied to the Recipient account.
FAQ
Who can set up Shared Templates & Items?
Only Source account Administrators can set up sharing.
When should I use sharing vs. copying?
Sharing is best for maintaining standardized Templates & Items across multiple accounts (franchises, regional offices, departments). Items stay connected and can be updated centrally. Copying is best for one-time transfers needing customization – this creates independent copies that won't receive updates.
Can I share different items with different Recipient accounts?
All Templates & Items are shared with each Recipient account – you can't share selectively. You manage relationships individually, but each includes everything.
Is it possible to edit Shared Items in the Recipient account?
Shared Items are read-only in Recipient accounts, but you can copy them if you need to customize.
How do I know sharing is working?
You can check the sync status and last sync time for each Recipient account to confirm everything is working. Either the Source account or Recipient account can end the sharing relationship at any time.
What happens if I already have similar Items in my Recipient account?
When you share Templates and Items to a Recipient account, the Shared Items will appear alongside any existing Items in that account. There's no data validation to check for duplicates before sharing your content, so Shared Items will be labelled "SHARED" to help you distinguish them from existing Items, but both sets will coexist in your lists.
If avoiding duplication is important to you, you might want to review your existing Items in the Recipient account before setting up sharing, and manually delete any that you'd prefer to replace with the shared versions from the Source account.
I currently only have one Quotient account, what do I do next?
Creating a second account is easy. Learn how to create and manage multiple Quotient accounts.