Print Templates are managed from the action bar of each table. Hover over the printer icon from the table view of records, then select New HTML Template or New Word/PDF Template to create a print format which may contain text with specific fields inserted wherever you like.
If you want to create a PDF output, you'll still use a Word file to create the template, although the PDF output generally alters the formatting. When creating a PDF print template, be sure to test the output thoroughly.
|HTML Template Wizard||Word/PDF Template Wizard|
Each format has benefits and drawbacks. Here are some common considerations for each format:
|Cons||Editable output is less secure, but you can use a locked template to automatically track any changes to the final document|
You can include information from the selected record in the print template output. This ranges from ordinary fields to complex embedded related tables. If you're building a Word or PDF template, you can click Show Field Variables or Download Template to see all the available fields in the appropriate syntax.
For details about syntax, refer to Print Template Syntax Reference. For details about embedding related tables, refer to Embedding Tables and Fields from Tables.
If different records will use different print formats, you can create a print template that pulls its formatting from a field instead of hard-coded file. With this setup, you can use a single print template configuration while accommodating different print formats.
For example, in a typical contract management scenario, the Contract Types table has an attached file field called Print Template File that holds or links to the available print templates. In each contract type, the relevant print template is selected in this field. When users select a contract type for a new contract, you can automatically pull in the selected print format as part of the linked set.
If a PDF doesn't suit your needs, but you don't want a Word template to be freely edited, you can lock the template so that all changes are tracked. When the document is ready to be finalized, the person with access to the password can review all changes and accept or reject them as needed.
To lock your Word template for editing, configure your template as desired and then: