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  1. Home
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  3. Knowledge Base
  4. Knowledge base
  5. Configuration
  6. PDF Configuration
  7. Modifying Document Templates
  • Welcome to the Knowledge Base
  • Introduction
    • Using the Knowledge Base
    • Editions & Licensing
      • Renewing Licences
    • Workflow
      • Queues
    • Logging In
      • Configuring Security Policies
      • Google Authentication
      • Login Protection
      • Microsoft Azure Active Directory
        • Link Workbooks to Microsoft Azure
        • Setting up User Templates
        • Locking down your Workbooks
    • Support Processes
  • Training
    • Training Videos
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  • Getting Started
    • Supported browsers
    • Introduction
    • Desktop
      • Tips & Tricks on the Desktop
      • Welcome Messages & Bulletins
    • Records
      • External Links to Workbooks records
      • Tabs
        • Default Tab Views
        • Summary Timeline View
        • Overview Tab
      • Watching Records
      • Notes
    • Landing Pages
      • Bulk Actions
        • Scheduled Bulk Actions
      • Customising Views
        • Customising Columns
        • Filtering
          • Custom Filters
        • Calendar Views
        • Card View
          • Report Card View
          • Worked Examples of Card Views
      • Deleted Items
      • Edit Grids
      • Exporting Data
      • Exporting to MS Excel
    • Workbooks on Mobiles and Tablets
  • Preferences
    • Introduction to Preferences
    • Setting your Preferences
      • Email Accounts
      • Notifications & Reminders
  • Activities
    • Introduction to Activities
    • Using Activities
      • Meetings
        • Integrating Workbooks and Google Calendar
          • Installing and Managing Workbooks and Google Calendar Integration
          • Synchronising your Google Calendar with Workbooks
      • Follow-on Activities
  • Cases
    • Introduction to Cases
    • Displaying & Adding Cases
    • Managing Cases
    • Case Portal
      • Installation
        • Custom Fields
        • Case Portal Configuration
          • Company Details
          • General
            • Case Portal Reports
          • New Case
          • Help Text
          • Emails
          • Advanced Features
          • Field Mappings
          • Help Dialog
          • Product Area Questions
        • Case Portal Additional Features
          • Setting up Public/Private Activity creation
          • Setup Registration Emails from a Person
          • Automatic Emails on Case Status Change
      • Using the Case Portal
        • Case Updates - Public & Private Activities
        • Inviting a Person to the Case Portal
  • Email
    • Introduction to Email
    • Working With Emails
    • Email Signatures
    • Sending Bulk Email
    • Common Email Errors
    • Email Integrations
    • Mailing Lists
  • Forecasts & Quotas
    • Introduction to Forecasts & Quotas
    • Sales Forecasts
      • Adjusting Forecasts
      • Included Forecasts
    • Sales Quotas
  • Importing Data
    • Introduction to Importing
    • Preparing your Import Data
      • Import Templates
      • Compulsory fields for Import
    • Workbooks Import Wizard
      • Uploading your data
      • Defining Field Mappings
      • Extending your Import to other Record types
      • Checking for Duplicates
      • Running and Reviewing your Import
    • Managing your Imports
      • Undoing an Import
  • Leads
    • Introduction to Leads
    • Displaying & Adding Leads
    • Converting Leads
  • Marketing
    • Introduction to Marketing
    • Marketing Campaigns
      • Displaying & Adding Campaigns
      • Campaign Management
      • Campaign Membership
      • Tracking URLs on Campaigns
      • Integrating DotDigital and Workbooks
        • Configuring Workbooks and Dotmailer
      • Integrating MailChimp and Workbooks
        • Configuring Workbooks and MailChimp
    • Mailing Lists
      • Creating Mailing Lists
    • Products
      • Pricing Schemes
      • Supply Scheme
      • Product Bundles
    • Mailshots
      • Creating a Mailshot
    • Upload Library
      • Using the Upload Library
    • Templates
      • Creating Templates
      • Creating a Template to show multiple lines
      • Extra Template Placeholders
    • Using HubSpot with Workbooks
    • Event Management
      • Introduction to Event Management
      • Enabling the Event Management Module
      • Using Event Records
        • Event Records
        • Event Sessions
        • Event Speakers
        • Event Sponsors
        • Event Products
        • Event Tickets
        • Event Attendees
      • The Event Management Portal
        • Introduction to the Event Management Portal
        • Prerequisites for installation
        • Accessing the Plugin
        • Installing the Event Management Portal
        • Amending Event Portal Parameters
        • Adding Custom CSS to the Event Portal
      • On The Day Registration App
      • Setup On the Day Registration App
    • Compliance Records
      • Introduction to Compliance Records
      • Enabling Compliance Records
      • Creating Compliance Records
      • Using Compliance Records
    • Spotler Integration
      • What is Spotler?
      • Navigating your Spotler homepage
      • GatorMail
        • Introduction to GatorMail
        • Managing your GatorMail Account
          • Domain Setup
        • GatorMail Configuration
          • GatorMail Field Mappings
            • GatorMail Hard Bounces
          • Preference Centres & Landing Pages
            • Preference Centre Setup
        • Creating Emails in GatorMail
          • Imbedding Images and Videos
        • Sending Emails in GatorMail
          • Sending GatorMail Campaigns
            • Campaign Action Types
            • Ramp-up
            • Testing Campaigns and Emails
          • Using SendForensics
          • Understanding your Campaign results
        • Advanced Features
          • Gator Smart Forms
          • GatorMail - Dynamic Content
      • GatorLeads / Web Insights
        • Tracking Code
          • Restricting Page Tracking
        • Setting up the Plugin
        • Viewing Web Insights Data on your Form Layouts
        • Domain Names and Online Activities
        • Reporting incorrect Leads created through Web Insights
        • Reporting on Web Insights data
        • Using UTM Values
        • Why aren’t Online Activities being created in the database?
        • Why is GatorLeads recording online activities in a foreign language?
      • GatorSurvey
      • GatorWorkflow
        • Spotler Data Sync
        • Triggered Mailshots
      • GatorPopup
  • Opportunities
    • Introduction to Opportunities
    • Displaying & Adding Opportunities
    • Opportunity Line Items
    • Opportunity Relationships
  • Integrations
    • Mapping
      • Introduction to the Mapping Module
      • Using the Mapping Module
      • Using Mapping in Reports
        • Changing the size/colour of Map Pins
    • Electronic Signing Tools
      • Docusign Integration
        • DocuSign Functionality
          • Copy Document on Signature
          • Update Related Records
          • Sending Multiple Documents
          • People, Organisations & Cases with DocuSign
          • Invoice Payments with DocuSign
          • Managing DocuSign Documents
        • Setting up the DocuSign Integration
          • Authentication with DocuSign
          • Production vs Sandbox
          • Creating a Document with a DocuSign Template
          • Creating a Document with a Workbooks PDF
          • DocuSign Fields
          • DocuSign Settings
          • Form Layout Configuration
        • DocuSign - Worked Examples
          • Taking Payments
          • Updating Related Records
          • Multiple Document Sends
          • Creating a Template for Cases
          • Creating a Template for Organisations
          • Creating a Template for People
          • Unified PDF for Transaction Documents
        • DocuSign - Reporting
          • Multiple Send Report Grid
          • Document Review Report
          • Monitoring Integration Errors
      • Adobe Sign Integration
        • Introduction to Adobe Sign
        • Authentication with Adobe Sign
        • Installing the Integration
        • Integration Monitoring & Error Handling
        • Setup of Adobe Sign
        • Adobe Sign Fields & Form Layout Configuration
        • Optional Custom Fields for Adobe Sign
        • Adobe Sign Button Process
        • Using the Adobe Sign Integration
    • Creditsafe Integration
      • Installing the Creditsafe Plugin
      • Configuring Organisations to use the Creditsafe Integration
      • An example of how to use the Creditsafe Integration
    • Zapier
      • Introduction to Zapier
      • Available Triggers and Actions
      • Linking your Workbooks Account to Zapier
      • Setting up Zaps
        • Posted Invoices to Xero Invoices
        • Xero payments to Workbooks Tasks
        • New Case to Google Drive folder
        • New Case to Basecamp Project
        • New Workbooks Case to JIRA Ticket
        • Jira Issue to new Case
        • 123FormBuilder Form Entry to Case
        • Eventbrite Attendee to Sales Lead and Task
        • Facebook Ad Leads to Sales Leads
        • Wufoo Form Entry to Sales Lead
        • Posted Credit Note to Task
        • QuickBooks Online
          • Initial Setup
            • Authentication with QuickBooks Online
          • People & Organisations to QuickBooks Customers
          • POSTED Workbooks Invoice to QuickBooks Online
          • QuickBooks Online Payment to Workbooks Invoice & Task
          • QuickBooks Sales Tax Code Lookup
        • Survey Monkey responses to Tasks
      • Multistep Zaps
    • Email Integrations
      • Email Dropbox
        • Setting up your Dropbox
        • Using your Dropbox
      • Workbooks Exchange Server Sync
        • Supported email clients
        • Set Up
          • Setting up the WESS
          • Setting up the Outlook Add-In
          • Customising the WESS Add-In
          • How to change Authentication setup for WESS
            • O365 Exchange authentication Troubleshooting
        • What gets synchronised?
          • Synchronising with the WESS
          • Synchronising with the WESS Add-in
          • How to force a sync
          • Best practice
        • WESS Troubleshooting
      • Workbooks Outlook Connector
        • Introduction to the Outlook Connector
        • Before downloading the Outlook Connector
          • System Requirements
          • Enabling the Outlook Connector
        • Download/update the Outlook Connector
        • Installing the Outlook Connector
          • Uninstalling the Outlook Connector
        • Using the Outlook Connector
          • Configuring the Outlook Connector's Settings
          • Identifying Records in Workbooks created in Outlook
        • Outlook Connector Troubleshooting
    • Event & Webinar Integration Tools
      • GoToWebinar
        • Installation
          • GoToWebinar Fields & Processes
          • Setting up Process Buttons for GoToWebinar
        • Authentication
          • Multiple GoToWebinar Accounts
          • Removing GoToWebinar Accounts
        • Create/Update & Cancel Webinars from Events
        • Event Attendees as Webinar Registrants
        • Event Speakers as Webinar Panelists
        • Retrieve Webinar Data
      • ON24
        • Installation
          • ON24 Fields & Processes
          • Setting Up Process Buttons for ON24
        • Authentication with ON24
          • Removing ON24 Accounts
        • Create Webcasts from Events
        • Event Attendees as Webcast Registrants
        • Retrieve Webcast Data
          • Reporting: Survey Responses
          • Reporting: Poll Responses
        • Retrieve Survey Data
        • Engagement Hub Interactions
    • Microsoft Office
      • Azure Active Directory
      • Excel
      • Outlook
      • Power BI
      • SharePoint
        • Authentication
        • Installation
          • Custom Fields & Processes
          • SharePoint Integration Settings
        • Using the SharePoint Integration
      • Word
        • Introduction to the Word Add-in
        • Deploying the Word Add-in
        • Creating Word Add-in Templates
          • Example Word Add-in Templates
        • Using Word Add-in Templates
        • Word Add-in Tips and Tricks
    • Outreach
      • Installation
        • Outreach Fields & Processes
        • Create Outreach Custom Field Mappings
          • Configure Outreach Field Dynamic Picklist
        • Sync Outreach Mappings
      • Outreach Authentication
        • Remove Outreach Account
      • Sync People to Outreach Prospects
        • People Field Mappings
      • Sync Organisations to Outreach Accounts
        • Organisation Field Mappings
      • Sync Workbooks Opportunities to Outreach
        • Opportunity Field Mappings
      • Sync Tasks/Activities from Workbooks to Outreach
        • Follow-Up Activities created via Scheduled Process
      • Sync Outreach Sequences to Workbooks
      • Sync Outreach Sequence States to Workbooks
      • Sync Outreach Sequence Step Numbers to Workbooks
      • Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
      • Sync Outreach Tasks/Calls/Meetings to Workbooks
    • Scribe/Workbooks Connector
      • Connection Setup
        • Microsoft SQL Server Connection Requirements
      • Connector Control Blocks
      • Worked Example - Create, Read, Update & Delete
    • RingCentral
      • Installation
        • RingCentral Integration Fields and Processes
      • RingCentral Authentication
        • Remove RingCentral Account
      • Creating Phone Call Activities
      • Click to Dial
  • People & Organisations
    • Introduction to People & Organisations
    • Organisations
      • Displaying & Adding Organisations
      • Customers & Suppliers
    • People
      • Displaying & Adding People
      • Adding People to Outlook
    • Relationships
      • Change Employer Wizard
      • Direct Relationships
      • Third Party Relationships
    • De-duplication and Merge
      • Workbooks Merging
      • Workbooks DQ
      • Data Quality
    • Using Postcode Lookup
    • Data Enrichment
      • Introduction to Data Enrichment
      • Setting up Data Enrichment
  • Snippets
  • Reporting
    • Introduction to Reporting
      • Creating Reports
        • Standard Workbooks Reports
        • Creating a Pre-populated Report
        • Creating a Report from a Template
          • Report Templates
        • Creating a Blank Report
        • Auto-refreshing Report Views
      • Sharing Reports
    • Using Reports
      • Reporting Explained
        • Adding Targets, Conditional Formatting and CSS Styling
          • Calculated Targets
          • Target Sets
            • Creating a Target set for Closed Cases per Customer Support Agent
            • Creating a Target set for Closed Sales amount per Sales Person by quarter
        • Reporting with multiple currencies
        • Drilling into Summary Views
        • Improving Report Performance & Run Time
      • Displaying reports within Record Views
      • Displaying Reports
        • Reporting Views (Reports on Landing Pages)
      • Adding a Report view to a Dashboard
    • Charts
      • Creating & Using Charts
        • Bar Charts
          • Targets on Bar Charts
        • Line Charts
        • Pie Charts
        • Dial Charts
    • Exporting Reports
      • Emailing Scheduled Reports
    • Advanced Reporting
      • Types of Split Columns
      • Using Calculated Columns
        • Introduction to the IF Statement
        • Introduction to the CASE Statement
        • Applying Search filters in Calculated Columns
        • Comments in Calculated Columns
        • Financial Year Reporting
        • Introduction to Date Functions in Reports
        • Using Calculated Criteria
        • Reporting on empty fields
      • Audit Reporting
  • Dashboards
    • Adding Elements to Dashboards
      • Configuring Dashboard Elements
    • Dashboard Views
    • Dashboard Fields
    • Creating a Sales Dashboard
    • Springboard
    • Adding a Dashboard as a Record Tab
  • Okta Authentication
  • Transaction Documents
    • Introduction to Transaction Documents
      • Displaying & Adding Transaction Documents
      • Copying Transaction Documents
      • Transaction Documents Fields Help
      • Transaction Documents Line Items Help
      • Printing & Sending Transaction Documents
      • Managing Transaction Document Currencies
      • Managing Transaction Document Statuses
      • Setting a Blank Default Currency on Transaction Documents
    • Credit Notes
    • Customer Orders
    • Invoices
    • Quotations
    • Supplier Orders
    • Contract Management
      • Displaying & Adding Contracts
      • Using Contracts with Cases
    • Sagelink
  • Auditing
    • Auditing
  • Configuration
    • Introduction to System Administration
      • Quick Start Wizard
    • Users & Security
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        • Disabling Users
        • Profile Pictures
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        • Capabilities
        • Creating & Modifying User Groups
      • Permissions
        • Sharing Policies & Mandatory Permissions
          • Configuring the Advanced Security Module
            • Configuring the Advanced Security Module: Segmenting Users by function
            • Configuring the Advanced Security Module: Segmenting Users by location
      • Account Settings
      • Licences & Modules
        • Multi Language
    • Database
      • Databases
      • Storage Usage
      • Prefixes & Numbering
        • Modifying Object References
      • Export Database
      • Database Settings
    • Accounting
      • Accounting Periods
      • Exchange Rates
        • Setting Exchange Rates
      • Tax Regimes
        • Setting Tax Rates
        • Sales Tax Rulesets
          • Using Sales Tax Rulesets
      • Own Organisations
        • Setting up your Own Organisation
    • Email & Integration
      • Email Settings
        • Setting up your Email Server
        • Using Workbooks Server to send Emails
      • API Keys
      • Web to Case and Web to Lead
        • Setting up a Web2Case Form
        • Setting up a Web2Lead Form
        • Using Web Forms in Workbooks
        • Editing a Web Key Form
      • Preference Centre
      • MailChimp & dotMailer
      • Loqate
      • Bank Account Validation
    • Customisation
      • Creating & Modifying Picklists
      • Desktop Preferences
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        • Creating Custom Fields
          • Dynamic Linked Items & Picklists
          • Constrained Dynamic Linked Items (DLI) & Picklists
          • Creating relationships with Dynamic Linked Items (DLIs)
          • Linking Custom Field Values
          • Showing Linked Records in Tabs
        • Report-based Custom Fields
          • Improving the Performance of Report Cells/Grids
        • Linked Fields & Reference Fields
        • Record Templates
        • Form Layouts
          • Customising an Organisation form
          • Displaying a Tab as a Side Panel
          • Card View
          • Read-only Assigned to Fields
        • Customising relationships between parties
          • Configuring Custom Party Relationships
        • Opportunity Stages
      • Custom Records
        • Enabling Custom Records
        • Creating Custom Record Types
          • Editing Custom Record Types
        • Using Custom Records
    • Automation
      • Plugins
        • Field Updater Plugin
        • File Storage Plugin
          • Using File Storage
          • Using SharePoint File Storage
        • Cognism Enrich Plugin
          • Using Cognism Enrich
        • Email to Case Plugin and Process
      • Processes
        • Process Logging
      • Workbooks Scripts
        • Script Library
        • How Workbooks Runs Scripts
        • Workbooks Script External Access
      • API Data
      • Triggers and Webhooks
        • Configuring Triggers and Webhooks
    • PDF Configuration
      • Modifying Document Templates
        • Adding Terms & Conditions to your Documents
        • Multi-line Value Tags
      • Modifying Default Colours & Images
      • Creating Custom Document Templates
  • Contact Support
    • Contacting Workbooks Support
    • Workbooks CRM Advisory Packs
    • Introduction to the Administrator Service
  • Releases & Roadmap
    • Roadmap
    • September 2022 Release
    • June 2022 Release
    • March 2022 Release
    • October 2021 Release
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    • 2020 Releases
      • December 2020 Release
      • September 2020 Release
      • April 2020 Release
      • January 2020 Release
    • 2019 Releases
      • September 2019 Release
      • February 2019 - Event Management Release
      • January 2019 Release
    • 2018 Releases
      • October 2018 Release
      • May 2018 Release
      • February 2018 Release
      • January 2018 Release
    • 2017 Releases
      • November 2017 Release
      • September 2017 Release
      • June 2017 Release
      • March 2017 Release
    • 2016 Releases
      • December 2016 Release
      • August 2016 Release
      • January 2016 Release
  • Workbooks Glossary

Modifying Document Templates

template_icon

Clicking Start > Configuration > PDF Templates > PDF Templates will open the PDF Templates Landing Page.

The grid on the right lists all the document templates on your database. Only those templates which have been enabled (as shown by the tick in the Enabled column) will be available in the list users choose from when generating a PDF.

The appearance of your PDF Output Documents is determined using a combination of the template, its Settings, Colours and Images. To edit an individual template, hover over its Name until it becomes underlined and click on it.

We recommend that you read through the information provided here before changing the appearance of your templates. You can go straight to specific areas by clicking on the links provided:

  • Main Tab
  • Settings Tab
  • Adding a Template-Specific Setting
  • Colours Tab
  • Images Tab

Main tab

Name The document name
Document Type The type of Transaction with which the document can be used.
Own Organisation If you have more than one Own Organisation you can use the dropdown picklist to specify which one this document applies to.
Enabled Tick this checkbox to make this document appear in the list of templates available for users to choose from when generating a PDF.

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Settings tab

Settings allow you to control which pieces of data are used on your template. If you don't specify settings for individual templates then the settings from Default Settings will be used instead.

Workbooks is supplied with a pre-defined list of settings which you can apply to your template(s).

NOTE: Not all the Settings are available for every document type. For example, Bank Account details cannot be activated on a Customer Order but can be activated on an Invoice.

Some settings allow you to pull through data that appears on your Workbooks record, thus enabling each PDF to contain different information. In order for this data to appear, the field on your transaction document must be populated AND the Setting has to have been added to your template document. For example,if you want to show the FAO field on a Customer Order, you need to make sure that the field on the Order record has been populated AND that you have added a Template-Specific Setting for FAO to your Order.

Some settings allow you to add information to your template that doesn't appear on your Workbooks record. This means that whatever you add will be the same on every PDF. For example, you can add information about your Bank, such as the Account Name, Number, Address and so on, which doesn't appear on the underlying Workbooks record. The values you enter can be single or multi-line text.

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Adding a Template-Specific Setting

With the PDF Templates Landing Page open click on the name of the Template you want to amend and open the Settings tab. (Any existing Template-Specific Settings - including any Custom Settings - will be listed here.)

Click Add Template-Specific Setting and use the dropdown picklist to choose the Setting that you want to add. The first screenshot below shows a Setting that pulls through the value from a field on your Workbooks record and the second one shows one where you can enter a non-variable value directly onto your PDF. (Click to enlarge.) In both instances, notice that you can change the Label field (which is the placeholder that is shown on the PDF).

You will need to populate both the Label and Value fields in order for the information to appear on your output PDF.

Notice that the (read-only) Description field provides information to explain what will be displayed by the Setting. You must tick the checkbox next to Show in Document in order for the Setting to take effect. In addition, you can specify which Own Organisation (if you have more than one) for which the Setting applies. Some settings will allow you to tick a "multi-line" checkbox allowing you to store more than the standard text limit of 255 characters. See here for an example on how to add extended terms and conditions to your documents.

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Colours Tab

You can control the colour of different sections of your template within the Colours tab. More information on how to do this can be found by clicking here.

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Images

You can upload an image to include in your document(s) - typically this is your company logo. By default, the image will appear in the top right-hand corner of your document. If you want it to be displayed elsewhere or want to include more than one image you need to edit the unified.xsl document. More information about adding an image to your output document can be found here.

  • PDF Configuration
  • Adding Terms & Conditions to your Documents

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