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Print Templates

B
Bindu Rekha Babu
18 Sep, 2020 - Updated 6 months ago

 Introduction to Print Templates

Print templates enable you to print a document or a record in a PDF format. You can customize and beautify the template's look and feel. For example, if a sales rep wants to send a quote to a customer for review, they can choose a template to print a quote and email it directly. With print templates, you can print documents, email PDFs, and download records.

 

The Vtiger Print Templates Benefit!

The Vtiger Print Template module provides you with a list of default templates that you can use to print or export your records. That means you don't have to create a template from scratch, thereby saving you time and effort.

For instance, you can:

  • Easily print Opportunity records and forward them to your sales reps.
  • Print Invoices and send them to your customers' postal address.

Viewing Existing Templates

 You can view existing templates in the list view. The list view is the first page that opens when you access Tools > Print Templates.
In this view, you will see a list of all templates with the following information:

  • Template Name: Name of the template
  • Module: Name of the module the template is associated with
  • Default Template: The number of emails that were sent
  • Assigned to: The number of emails that were opened
 In the list view, you can perform the following actions:
  • Use the Search by Template Name option to search for a template.
  • Enable the status toggle to indicate a print template is active. 
  • You can adjust the column width.
  • Use Filters to select and view templates.  
  • Add new templates using the + Add Print Template button in the List View. 


Creating a Template

 The print template feature allows you to create new templates or modify existing templates to match the nature of your business. A template will have the following blocks for which you will have to enter information and configure settings. It is recommended that you keep the data on hand and readily available before you start creating a template. After successfully creating the template, you can choose to print a record from the list and detail views.

Shall we create a new print template? Simply follow these steps and remember to keep data on hand before you start:

  1. Go to Tools
  2. Click Print Templates
  3. Click the at the right corner
  4. Enter the necessary data in the following blocks
    • Basic information
    • Page Setup
    • Currency and Number Field Configuration
    • Merge Fields
    • Esign tabs and Custom Fields
    • Template Editor area
  5. Click Save

You will need to enter information in the following blocks to create a print template. Let us begin with the Basic Information block.

  • Basic Information Block: Enter basic information such as the name of the template, module, description, etc. in this block. Let us look at the fields and what you need to enter in this block.

Field Name

Description

Template Name

Name the template that's easier to identify to which module it belongs.

Module

Select the Module from which the data has to be pulled.

Description

Provide a brief description.

Set as Default

Enable the checkbox to make it as default chosen template.

Active

Enable Yes to make the template active.

Assigned To

Assign the template to users and groups who will use it.

  
  • PDF Setup: If you are creating a template for PDF files, you can enter the formatting details in the PDF Setup section. For example, you can set up the size, orientation, margins, etc. that will reflect in the PDF file.

Note

  • If you leave the filename blank, the generated PDF file copies the unique ID of the record as the filename.
  • Remember, these page settings are applied for PDF documents only.

Let us look at the fields and what you need to enter in this block.

Field Name

Description

Page Format

Allows you to select different sizes for the PDF. You can also print labels on envelopes using the A2, A6, A7, A8, A9, A10, C3, C4, C5, C6, C7, B4, B5, B6, and E4 page formats.

Orientation

Allows you to set the orientation of the template in Landscape (X-axis) or Portrait (Y-axis).

Margins

Allows you to apply a margin to the PDF document in case you are exporting or printing the document.

Watermark

Allows you to give a Watermark.

File Name

Either you select from the drop-down list, or you can enter a filename in the corresponding field.

  • Currency Preferences: If you are using modules such as Invoices, Quotes, Sales and Purchase Orders, etc. you need to maintain valid currency and number formats. You can set these up in the Currency and Number Field Configuration block. When you set up the preferred currency, you can copy the currency and number configuration from 'My Preferences' or add them manually. Let us look at the fields and what you need to enter in this block.

Field Name

Description

Currency and number field configuration

Consider currency and number fields configuration from My Preferences

Decimal Separator

Select a decimal pointer.

Digit Grouping Pattern

Select the pattern to group your numbers

Digit Grouping Separator

Select digit group separator to display large numbers.

Number of Currency Decimals

Select the number of decimals you would like to have a currency value.

Symbol Placement

The position where the currency symbol is placed.

Truncate Trailing Zeros

The number of zeros after the decimal.

Note

When you enable the checkbox, values specified in My Preferences will be maintained.

  

  • Merge Fields: This block is used to associate CRM field values from the respective modules to the print template. You can merge fields from the company, select custom functions, add barcodes, and add Esign tabs.
    • Barcodes: Did you know you can add barcodes to your PDF documents? Yes, you can generate Barcodes in the Merge Field section while creating a print template. This barcode will then reflect in the printed PDF. The Barcode field lists all available barcodes. Simply select the required barcode from the drop-down. Note: You can now search for the records using barcodes! For example: If an invoice number, INV21212, is in a barcode format, then scan that barcode while placing the cursor on the Search record field.
    • Esign Tabs and Custom Fields: Merge DocuSign tabs in the template, such as mandatory sign tabs. It makes it easy for you to insert configured signatures into the document. Let us look at the fields and what you need to enter in this block.

Field Name

Description

Company Details

You can customize the template by uploading your company details.

Custom Functions

A set of conditions is provided to customize the template. You can use If, Empty, Not Empty, and Expression functions

Bar codes

A barcode is an optical machine-readable representation of data relating to the object to which it is attached

Esign Tabs

Allows you to merge DocuSign tabs and custom tabs in the template

 
  • Template edit area: This is the area where you can add different elements of design to your template.  You can add a Header and Footer as well as content or body to your template. For example, you can add Company Name or Logo in the header area and company website and address details in the footer area.  
    • Consider an example of creating a template for the Quote module. Before you start creating a template, list out all the data that a quote should have. For example, your quote can have the following information:
      • Company details such as name, address, and logo
      • Organization details to whom the quote refers. For example, organization name, logo, billing, and shipping address
      • Quote date
      • Quote number
      • Line item information
      • Terms and conditions 
    • Ready? Now follow these steps and create a quote template:
  1. Use ckeditor and add a table of 4 rows and 2 columns.
  2. Use merge tags to add the following information:
    • Company details merge tag to add your company name and logo
    • Record fields merge tag to add organization name and logo, quote number and date, billing address and shipping address
    • Custom block to add line item details. You can add line item block for both group and individual taxes
  3. Edit the table by placing the mouse over the table and using the right-click.
    • You can edit the following in a table:
      • Cell: To add, delete, merge, and split cell. Click on cell properties to adjust the cell dimension. 
      • For example, To insert a Tax cell before a cell before the Discount cell, right-click on the discount > hover over the cell > click insert cell before.
    • Use the record field merge tag and add the tax field in the new cell.
    • Row, column: To insert and delete cells.
    • Delete Table: You can delete a table if you no longer require it.
    • Table Properties: To adjust the dimension, cell padding, and cell spacing of the table.
  4. Click save after you finish designing your template.
  5. On saving, you will be able to see the complete details of the designed template, that is, basic information, page setup, and a preview of the template created. 

Editing a Print Template

Planning on a new campaign but don't have time to design a new print template? Not to worry. Simply edit an existing print template to customize it.  Follow these steps to edit a print template:

  1.   Go to Tools
  2. Click Print Templates
  3. Select a template from the list view 
  4. The Summary View of the selected record is displayed
  5. Click the ⠇, more icon (three dots)
  6. Click the Edit icon
  7. Edit the required details
  8. Click Save  
 

Printing Records

Would you like to print a record using the template you have created? Let us see where your template is saved in the CRM. You will be able to see it in the List view or the Detail view of your records in the CRM.   

Note

Do you remember that you selected a module while creating a template?  Your template is customized to the basic information, module, and the fields that you used while creating it. As such, your template will be attached to the selected module.

 

Duplicating Print Templates

You can duplicate email templates by following these steps:

  1. Click Tools
  2. Click Print Templates
    • The system displays the list of available print templates
  3. Select the print template you want to duplicate by clicking on it
    • The system takes you to the details page
  4. Click the more (⠇) icon
  5. Click the Duplicate icon
  6. Change the required details 
  7. Click Save

Deleting Print Templates

You can delete email templates by following these steps:

  1. Click Tools
  2. Click Print Templates
    • The system displays the list of available print templates
  3. Select the print template you want to delete by clicking on it
    • The system takes you to the details page
  4. Click the more (⠇) icon
  5. Click the Delete icon
    • The system displays a confirmation pop-up window
  6. Type DELETE
  7. Click Confirm  

Note

Always type DELETE and click on Confirm. Once templates are deleted, you cannot use them or create reports on usage details (Opens, Clicks, and Sent). Deleted records will be kept in the recycle bin and cleared after 30 days. Print templates cannot be restored after removing them from the recycle bin.

 

Accessing Print Templates

You can access a print template in the following ways: 

  • All modules, while print/export pdf (corresponding to the modules selected while creation) 
  • Workflow email tasks, to attach Print Template PDF
  • Modules such as PO, SO, Invoice, and Quotes to send emails with pdf
  • Customer Portal (Invoice & Quotes modules only)  

Note

You can print or export a PDF either from the list view or the detailed view of your records.

Using a Print Template from a Module List view 

Follow these steps to use a print template from a list view and print or export to PDF:

  1. Click on the desired module tab
  2. In the module home page, select the record you would like to print or export to a pdf
  3. Click the ⠇icon
  4. Click the Print icon
    • The Print/Export PDF window opens
  5. Select the template from the list displayed, or,
    • Type the template name in the Search for the template field
  6. Click on Print
    • You can also:
      1. Click Save as PDF to save the record as a PDF document
      2. Click Edit & Export to edit and export a document. You can make changes to your print template in the edit section and then save or export the PDF
        • Note: Preview the template before printing or saving as PDF
      3. Click Email with PDF to send an email with a PDF file to your customers
 

Using and Attaching a Print Templates from a Workflow Email 

Follow these steps to use a print template from a list view and print or export to PDF:

  1. Select Send Mail in the Add Action for Workflow window
  2. Check the Add PDF checkbox
  3. Select the print template to be attached from the picklist for that particular module
  4. Click on Save once the mail is created.
 

Note

The Scheduler sends mails at timed intervals in a queue (minimum scanning period is 15 minutes). So an email may not be delivered immediately. 

 

Using Print Templates from the Customer Portal

 

Note: Print templates can be accessed through Quotes and Invoices modules only.

Follow these steps to use a Print Template:

  1. Login to your Customer Portal.
  2. Select the desired Quote or Invoice to be printed or download the PDF by clicking on the Download button.
  3. View the downloaded quote in the PDF viewer.
  4. If the quote is acceptable, click on the subject in Quote Details & Accept the Quote. 

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