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 addresses.

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

• 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 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. Log in to the CRM.
2. Go to Tools.
3. Click Print Templates.
4. Click + Add Print Template.
5. Enter the data required in the following blocks:
   1. Basic information
   2. Page Setup
   3. Currency and Number Field Configuration
   4. Merge Fields
   5. Esign tabs and Custom Fields
   6. Template Editor area
6. 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.

• 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.

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

• 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.

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 be reflected 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.

• 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 the Company Name or Logo in the header area and the 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 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, the 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:
   1. Company details merge tag to add your company name and logo
   2. Record fields merge tag to add organization name and logo, quote number and date, billing address, and shipping address
   3. Custom block to add line item details. You can add line item blocks for both group and individual taxes
3. Edit the table by placing the mouse over the table and using the right-click.
   1. Cell: To add, delete, merge, and split cells. Click on cell properties to adjust the cell dimension.
   2. 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.
4. You can edit the following in a table:
   1. Use the record field merge tag and add the tax field in the new cell.
   2. Row, column: To insert and delete cells.
   3. Delete Table: You can delete a table if you no longer require it.
   4. Table Properties: To adjust the dimension, cell padding, and cell spacing of the table
5. Click save after you finish designing your template.
6. 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 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. Log in to the CRM.
2. Click Tools.
3. Click Print Templates. The system displays the list of available print templates.
4. Select the print template you want to duplicate by clicking on it. The system takes you to the details page.
5. Click the more (⠇) icon.
6. Click the Duplicate icon.
7. Change the required details.
8. Click Save.

Deleting Print Templates

Follow these steps to delete Print Templates:

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

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)  

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. Log in to the CRM.
2. Click on the desired module tab.
3. In the module home page, select the record you would like to print or export to a pdf.
4. Click the ⠇icon.
5. Click the Print icon. The Print/Export PDF window opens.
6. Select the template from the list displayed, or, type the template name in the Search for the template field.
7. Click on Print.
8. 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.
   3. Preview the template before printing or saving it as PDF.
   4. Click Email with PDF to send an email with a PDF file to your customers.

Using and Attaching a Print Template 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 the Quotes and Invoices modules only.