Template Management

Templates are the foundation of your document generation workflow. This guide covers everything you need to know about creating, editing, and managing templates.

Overview

A template defines the structure and layout of your PDF documents. It combines:

• Static content: Text, images, and design elements that stay the same
• Merge fields: Placeholders that get replaced with data from your CRM or database
• Tables: Dynamic sections that expand based on related records

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Creating a New Template

Step 1: Start the Creation Process

1. From your dashboard, click the New Template button
2. You'll enter the template creation wizard

Step 2: Template Details

Fill in the basic information:

Choosing a Data Source

Select the integration that contains your data:

• Salesforce: Use Salesforce objects (Account, Contact, Opportunity, etc.)
• HubSpot: Use HubSpot objects (Contacts, Companies, Deals, etc.)
• SQL Database: Query data from your connected database
• Google Sheets: Pull data from spreadsheet rows

Step 3: Design Your Template

After clicking Continue, you'll enter the template designer. You have two options to create your template:

Option A: Upload and Extract from an Existing PDF (Recommended for existing documents)

This is the fastest way to create a template from an existing document:

1. Click Upload PDF and select your existing PDF document
2. Click Extract Fields to analyze the PDF content
3. The system automatically converts text and tables into editable fields
4. Review the extracted elements and adjust positioning if needed
5. Replace static text with merge fields (e.g., change "John Doe" to {{FirstName}} {{LastName}})
6. Configure tables with dynamic merge fields for related data

Option B: Build from Scratch

Create a template from a blank canvas:

1. Add text fields, tables, and other elements to the canvas
2. Position elements where you want them
3. Add merge fields using {{FieldName}} syntax
4. Set up tables for related records
5. Apply fonts and styling

Both options give you full control over the final template design.

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Uploading a PDF to Extract Fields

One of the most powerful features is the ability to upload an existing PDF and automatically extract its content as editable fields in your template. This allows you to quickly convert any PDF document into a dynamic template.

How Field Extraction Works

When you upload a PDF, the system analyzes its content and converts it into editable template elements:

1. Text content becomes editable text fields
2. Tables are detected and converted to dynamic table elements
3. Layout and positioning are preserved

This means you can take any existing PDF document (contracts, invoices, forms) and instantly turn it into a reusable template with editable fields.

Step-by-Step: Uploading and Extracting

Step 1: Upload Your PDF

1. In the template designer, click Upload PDF or drag and drop a file
2. Supported format: PDF files only
3. Wait for the upload to complete

Step 2: Extract Fields

1. Click the Extract Fields button
2. The system analyzes your PDF content
3. Text areas are converted to editable text fields
4. Tables are detected and converted to table elements

Step 3: Review and Edit Extracted Fields

After extraction, you'll see your PDF content as editable elements:

1. Text fields: Click on any text field to edit its content
2. Add merge fields: Replace static text with merge field syntax like {{FirstName}}
3. Tables: Modify table structure and add merge fields for dynamic data
4. Reposition elements: Adjust positioning if needed

Step 4: Connect to Your Data Source

Once fields are extracted, connect them to your CRM data:

1. Replace static text with merge fields: {{FieldName}}
2. For tables, use child relationship fields: {{LineItems.ProductName}}
3. The extracted fields become dynamic and pull data during PDF generation

Example Workflow

Starting with an existing invoice PDF:

1. Upload invoice-template.pdf
2. Click Extract Fields
3. The system extracts:
   • Header text → Editable text field
   • Customer info section → Text fields you can add {{CustomerName}}, {{Address}}
   • Line items table → Dynamic table ready for {{LineItems.Description}}, {{LineItems.Amount}}
   • Total section → Text field for {{TotalAmount}}
4. Save and your static PDF is now a dynamic template!

Best Practices for PDF Upload

Preparing Your PDF

• Use clear, well-structured PDFs: Clean layouts extract better
• Avoid scanned documents: OCR quality varies; native PDFs work best
• Simple tables work best: Complex nested tables may need manual adjustment
• Check fonts: Extracted text will use your template fonts

After Extraction

• Review all extracted fields: Ensure text was captured correctly
• Adjust positioning: Fine-tune element placement if needed
• Add merge fields: Replace static content with dynamic placeholders
• Test with sample data: Generate a test PDF to verify results

What Gets Extracted

Limitations

• Images: Images in the PDF are not extracted as editable elements
• Complex layouts: Very complex layouts may need manual adjustment
• Scanned PDFs: Text in scanned/image-based PDFs cannot be extracted
• Form fields: PDF form fields are extracted as static text

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Template Designer Interface

Canvas Area

The main workspace where you design your document:

• Zoom controls: Adjust the view size
• Page navigation: Move between pages (for multi-page templates)
• Grid/guides: Help with alignment (optional)

Element Toolbar

Add different types of content:

Properties Panel

Configure the selected element:

• Position: X/Y coordinates and size
• Font: Family, size, weight, color
• Alignment: Text alignment options
• Border: Border style and color
• Content: The actual text or merge field

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Working with Text Elements

Adding Static Text

1. Click the Text tool
2. Draw a text box on the canvas
3. Enter your text content
4. Style using the properties panel

Adding Merge Fields

Insert dynamic content using merge field syntax:

Dear {{FirstName}},

Thank you for your purchase of {{Product.Name}}.
Your order total is {{Amount}}.

Formatting Options

• Font family: Choose from default or custom fonts
• Font size: Set the text size in points
• Font weight: Normal, bold
• Font style: Normal, italic
• Text color: Set the color using hex codes or picker
• Alignment: Left, center, right, justified
• Line height: Control spacing between lines

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Multi-Page Templates

Creating Multiple Pages

1. Use the page controls in the designer
2. Click Add Page to create additional pages
3. Navigate between pages using the page selector

Headers and Footers

Create content that repeats on every page:

1. Add elements to the header/footer area
2. Mark them as "Repeat on all pages"
3. Common uses:
   • Company logo
   • Document title
   • Page numbers: Page {{pageNumber}} of {{totalPages}}

Page Numbering

Use these special merge fields for automatic page numbers:

• {{pageNumber}} - Current page number
• {{totalPages}} - Total number of pages

Example footer:

Page {{pageNumber}} of {{totalPages}}

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Saving and Managing Templates

Saving Your Work

• Auto-save: Templates are automatically saved as you work
• Manual save: Click Save to ensure all changes are saved
• Save as draft: Templates can be saved without being activated

Template States

Editing Existing Templates

1. From the dashboard, find your template
2. Click on the template name or the Edit button
3. Make your changes in the designer
4. Save when complete

Note: Editing a template doesn't affect previously generated PDFs.

Duplicating Templates

Create a copy of an existing template:

1. Open the template options menu (⋮)
2. Click Duplicate
3. The copy opens in the designer with "(Copy)" appended to the name
4. Rename and modify as needed

Deleting Templates

1. Open the template options menu (⋮)
2. Click Delete
3. Confirm the deletion

Warning: Deleted templates cannot be recovered. Generated PDFs will remain in your history.

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Template Limits by Plan

Different subscription plans have different template limits:

When you reach your limit, you'll need to:

• Delete unused templates, or
• Upgrade your subscription plan

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Best Practices

Naming Conventions

Use clear, descriptive names:

• ✅ "Sales Contract - Enterprise"
• ✅ "Invoice Template v2"
• ✅ "Welcome Letter - New Customer"
• ❌ "Template 1"
• ❌ "New document"

Organization Tips

1. Use descriptions: Add context about what each template is for
2. Group related templates: Use consistent naming prefixes
3. Archive old versions: Don't delete, archive instead
4. Document changes: Note major changes in the description

Performance Tips

1. Optimize images: Compress images before uploading
2. Limit pages: Keep templates as concise as needed
3. Simplify tables: Only include necessary columns
4. Test regularly: Generate test PDFs to verify output

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Troubleshooting

Common Issues

Template won't save

• Check your internet connection
• Ensure all required fields are filled
• Try refreshing the page

Merge fields not appearing

• Verify the field name matches your data source
• Check the syntax: {{FieldName}}
• Ensure the data source is connected

PDF looks different than expected

• Check font availability
• Verify element positioning
• Test with actual data

Upload failed

• Verify the file is a valid PDF
• Check file size limits
• Ensure the PDF isn't password protected

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Next Steps

• Merge Fields - Learn about dynamic content
• Tables - Create dynamic tables
• Custom Fonts - Add your brand fonts
• Signatures - Add signature fields