Feature Availability 

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

Managing documents and ensuring seamless communication are essential for maintaining smooth business operations. Vtiger CRM’s Print Templates feature offers a powerful solution by enabling you to customize, export, and share records in a professional PDF format. Unlike manual processes that require designing templates from scratch, Print Templates provide ready-to-use designs, streamlining your workflow and saving time.

To further enhance productivity, Print Templates allow for efficient document handling by enabling printing, emailing, or downloading as PDFs. For instance, sales representatives can effortlessly select a template to generate and send quotes to customers, ensuring consistency and professionalism in communication.

Benefits of Print Templates in Vtiger CRM

Here are the benefits of the Print Templates in Vtiger CRM:

• Predefined Templates: Use default templates without the need to design from scratch, saving time and effort.
• Customizable: Modify templates to suit your business needs, ensuring consistency and professionalism.
• Multi-Purpose: Print opportunities, invoices, or quotes and share them with relevant stakeholders.
• Efficiency: Streamline workflows by attaching templates to emails or exporting them to PDFs.

In this article, you will learn about:

• Creating a Template
• Viewing Existing Templates 
• Editing a Template 
• Duplicate a Template
• Deleting a Template
• Setting a default Template for a module 
• Printing Records using a Template
• Attaching Template to Workflow Email

Creating a New Print Template

Follow these steps to create a new print template:

1. Log in to the CRM.
2. Click Main Menu.
3. Go to Tools >Templates > Print Templates. The Print Templates page opens. 
4. Click + Add Print Template. The New Print Template page opens. 
5. Enter or select the following information to create a template:
6. Details:
   1. Template Name - Enter a name for the template.
   2. Module - Select the module to which the template applies.
   3. Assigned To - Assign the template to specific users or groups. 
   4. Page Format - Choose the document size.
   5. Orientation - Select Portrait (vertical) or Landscape (horizontal).
   6. Margin Left - Enter the left margin size. 
   7. Margin Right - Enter the right margin size.
   8. Margin Top - Enter the top margin size. 
   9. Margin Bottom - Enter the bottom margin size. 
   10. Click Next, and the Template Editor section opens. 
7. Template Editor:
   1. Header - The top section of the document. 
   2. Body - The main section of the document where most of the information (e.g., CRM data) will appear.
   3. Footer - The bottom section of the document.
   4. Merge Fields: 
      1. Special fields - Predefined fields that automatically add general information. 
      2. Record fields - Fields that fetch specific details from a CRM record (e.g., customer name, invoice number, deal amount). 
      3. Related modules - Fields that pull data from modules linked to the main record, such as products associated with a sales order.
      4. Company details - Fields that extract information about your organization, such as company name, address, tax ID, or phone number. 
      5. Bar codes - Generate scannable barcodes for records, such as invoice numbers or unique identifiers. These improve document searchability and tracking when scanned.
      6. Custom functions - Personalized rules or formulas, such as calculations or conditional formatting, that customize how data appears or behaves in the template.
      7. Esign tabs - Merge DocuSign tabs in the template, such as mandatory sign tabs. It makes it easy for you to insert configured signatures into the document. 
   5. Currency Preference: 
      1. Currency to word format - Converts numeric currency values to words in Uppercase, Lowercase, or Title Case.
      2. Word format terms - Adjusts the language style for currency conversion to Finance or General. 
   6. PDF Setup:
      1. Page format - Determines the paper size of the document. 
      2. Orientation - Defines layout as Portrait (vertical) or Landscape (horizontal).
      3. Apply watermark - A checkbox option to overlay a watermark on the document. 
      4. File name - Allows you to add a custom name and select a field from a dropdown, then combine the given name with the selected field’s value from the record.
8. Click Save.

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 >Templates > Print Templates.

Follow these steps to view existing templates:

1. Log in to the CRM.
2. Click Main Menu.
3. Go to Tools >Templates > Print Templates. The Print Templates page opens, showing a list view of all available templates.
4. The list view will display a list of all templates with the following details:
   1. Template Name - Name of the template.
   2. Module - The module the template is associated with.
   3. Default Template - The number of emails sent using the template.
   4. Assigned To - The users or groups assigned to the template.

Editing a Template

Follow these steps to edit an existing print template:

1. Log in to the CRM.
2. Click Main Menu.
3. Go to Tools >Templates > Print Templates. The Print Templates page opens. 
4. Select the template you want to edit from the list view
5. Click the Edit icon. The Edit Print Template page opens.
6. Make the required changes in the template fields or design.
7. Click Save to update the template

Duplicating a Template

Follow these steps to duplicate an existing template:

1. Log in to the CRM.
2. Click Main Menu.
3. Go to Tools >Templates > Print Templates. The Print Templates page opens.
4. Select the template you want to duplicate by clicking on it.
5. Click the more icon on the template’s detail page.
6. Click Duplicate.
7. Update the necessary details in the duplicate template.
8. Click Save to create the new template.