Document Templates

Document templates are reusable layouts for documents your team generates regularly. You build the template once, then fill it with the right record details when it is used.

Where document templates fit

Area How document templates are used
Projects Templates can be used for repeat project documents.
Purchasing Templates can be used for repeat purchasing documents.
Branding The company logo used in templates comes from branding settings.

Create a template

  1. Go to Settings → Document Templates.
  2. Click New Template.
  3. Enter the template name.
  4. Add a short key.
  5. Add a description if useful.
  6. Build the document in the editor.
  7. Leave the template active if it is ready to use.
  8. Click Save template.

Use variable placeholders

Templates can include placeholders that are replaced with record details later.

Use the variable list in the editor to find and insert the placeholders you need.

Preview a template

  1. Open the template editor.
  2. Make your changes.
  3. Check the live preview as you work.
  4. Use Preview with Data if you want to test the template with record data.
  5. Save once the layout is right.

Edit a template

  1. Go to Settings → Document Templates.
  2. Open the template you want to change.
  3. Update the content or status.
  4. Save the template.

Templates are shared resources. Changes apply to everyone who uses that template.

Delete a template

  1. Go to Settings → Document Templates.
  2. Find the template in the list.
  3. Click Delete.
  4. Confirm the change.

Things to know

  • Inactive templates remain in the list but are not available for use.
  • The key should stay short and consistent so it is easy to recognise.
  • The editor includes a live preview, an HTML editor, and a variable list.

Next article

Data Exchange

Data Exchange is the bulk import and export area in OpsOS. Use it to download records as CSV files, or to bring a large set of data into the system at once.

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