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Print Action

Print actions are used to generate a PDF or Word document from a print template and automatically attach it to a record or open it in the browser. When the action runs, the print template selected in the action is populated with values from a record, a file is created, and the file is attached to the field defined in the action or opened in the browser. Print actions create history records and can trigger other actions like sending the file by email, and they're commonly used with action buttons.

Print actions are useful when you want to create a document related to a record and then reference that document at a later time or send it to someone. For example, in a Contract record, you can use an action button and a Print action to create the contract document, attaching it to a field in the Contract record. Similarly, you could use a Print action in an Invoices table to create and attach an invoice to each record.

Prerequisites

  • These steps assume you have already created the print template you want to use. For more information about creating a print template, see Creating Print Templates.
  • Before you begin, create a File with Versioning field to store the documents created by the action.

Create a Print Action

You can find the Actions wizard with several different navigation paths, but the easiest is to select Setup [Table Name] on the left pane for the table where you wish to create your action.

  1. Click the Actions tab of the Table wizard.
  2. Click Create Print Action.
  3. Name the action and provide a description.

    Once your action is saved, the system automatically adds an A: before your given title to distinguish it as a Print action.

  4. In the Format drop-down field, select your print template.
  5. Choose whether the printed document is opened in the browser or stored in a file field.
    1. If you store the document in a file field, select the field that will hold the file.
    2. Choose whether the file is appended to the field or overwrites existing files.
  6. Define the default file name for the printed document. Use Formula Help to configure an automatic naming convention. It is generally helpful to include the record ID and date in the file name.
  7. Click Finish.