PDF templates (previously "Design templates") define the PDF's design, styling, and text formatting aspects ready to be exported. Templates help maintain brand consistency for the different PDFs generated.
PDF templates are chosen along with other settings when the Team account initiates a new Export to PDF.

Team accounts can choose the existing system template (Default) or create a new one.


Accessing the PDF templates overview

Users can access the PDF templates in the Knowledge base portal.


Design template overview page

  1. Go to the Documentation ( ) icon > Content tools > Import & Export > Export to PDF.
  2. Select the PDF template tab at the top.
  3. You can find the list of PDF templates available (both system templates and custom templates).

The information available here are the Template name and the last modified time/date. The data can be sorted in ascending or descending order.

  1. The template name is the name of the respective project (If this feature is being accessed for the first time and no custom template is added).
  2. You can add and manage all PDF templates from this page.
    1_Screenshot-Accessing_the_PDF_templates_overview

Template actions on the overview page

You can perform the following action on the PDF templates on the overview page. The individual template controls are visible when the user hovers the mouse pointer over each template.

  1. Clone: Create a duplicate template similar to the original. Clicking on the clone button would open the PDF template settings page. The template name would have 'Clone' added to the original template name. The user can make the necessary changes and click Save.

  2. Edit: Users can click the "Edit" button and edit all the previously saved settings on the template. Once the changes are done, click on the Save button. Click on the Back button to return to the overview page.

  3. Delete: Click the Delete option to remove any design template from the list. A delete confirmation prompt is displayed. Select "Yes".
    The delete option is disabled for the default template. Also, if only one template is available in the list, that is considered a default template.

  4. Create new template: Unlike the other actions, this action has a dedicated button at the top of the page. Users can click this button to create and add new PDF templates to the list.

4_Screenshot-Updated_PDF_templates_create_new_template


New PDF template

On the design template overview page, click on the Create new template button at the top. A design settings window appears. Specify the following settings in each section.


Template name

Add a name for the new design template. This is a mandatory field. The name can be a maximum of 250 characters with space. Letters, numbers, spaces, and special characters (only -Hyphen, Underscore_) can be added.
5_Screenshot-PDF_templates_create_new_template_overall_settings


Note

There are three main design segregations for creating the PDF template.
1. Design options
2. Header & Footer
3. Text settings

1. Design options

Layout style

Select the page orientation of the template (Portrait or Landscape). Choose between Portrait(Height > Width) or ** ** (Height < Width).
6_Screenshot-PDF_templates_create_new_template_display_settings

Margin

You can choose from the four different system margins or a custom margin.
7_Screenshot-PDF_templates_create_new_template_display_settings_Margins

  • Normal - Top: 50px, Bottom: 50px, Left: 60px, Right: 60px
  • Moderate - Top: 30px, Bottom: 30px, Left: 40px, Right: 40px
  • Narrow - Top: 10px, Bottom: 10px, Left: 15px, Right: 15px
  • Wide - Top: 70px, Bottom: 70px, Left: 80px, Right: 80px
  • Custom margins - The margins can be set from a minimum of 10 pixels to 80 pixels

8_Screenshot-PDF_templates_create_new_template_display_settings_Custom_margins

Cover page

You can add a cover page to the PDF template by turning on the toggle. The cover page is the first page in the PDF file. The cover page is applied only if the checkbox is selected.
You can preview the cover page on the right.

1_advancedPDFtemplate

a. Title: The title text that appears on the Cover. The title must be less than or equal to 15 characters. It can comprise letters, numbers, spaces, and special characters.

b. Description: Provide a short description of the PDF document. The description must be less than or equal to 500 characters. It can comprise letters, numbers, spaces, and special characters.

c. Color: Specify the text color of the Title and description on the cover. Use the color picker or the hex code to specify the color.

d. Logo: Upload any logo image to appear on the cover page. Click on the Click to upload logo or image button, select the image from the local storage file explorer, and click the Open button.
You can select the three standard square sizes available Small(150px), Medium(200px), Large(250px), or choose a Custom size in pixels. The canvas size can be between 20 and 350 pixels in width and height.

e. Image: Upload any image to appear on the cover page. Click on the Background color / image to select the background color. Choose the color from the pop-up color palette. Click image and click Click to upload to upload an image.

Terms & conditions

Click on the checkbox to insert any article or custom text to the exported PDF document.

10_Screenshot-PDF_templates_create_new_template_display_settings_Terms_and_conditions

  • Link existing article- You can choose any one of the existing articles from the project to be included as default in the PDF template.
  • Custom - You can use the text formatting options to draft custom content to appear in the PDFs. You can add text, numbers, special characters, and links to the field.
Pro Tip

There are no character limits for the Terms & Conditions.

Table of content

Select the checkbox to enable the table of content in your PDF document. The table of content helps in easy navigation to the section of the PDF documents.

11_Screenshot-PDF_templates_create_new_template_display_settings_Table_of_contents

You can select the checkbox(s) of the heading(s) to make them visible in the table of content in the PDF. When you choose a subheading, all the higher-level headings are automatically selected.

For example, when you select H4, H2 and H3 are automatically selected.

The page numbers are added to the heading on the Table of Contents page.

Using Table of contents in a document
A table of contents serves two primary functions:

  • It's a straightforward way to show every topic your PDF covers at a glance
  • It makes document navigation a breeze by clearly showing the page on which each subject is explained

Watermark

Turn on the "Enable watermark" available at the bottom.
You can choose a text or image watermark on your PDF document.

What is a watermark?
A watermark is a text or image behind the document's main text. It is usually a lighter shade than the text to read the document easily.

Text watermarks are often used to categorize or show a document's purpose with words such as DRAFT, CONFIDENTIAL, etc.

Image watermarks add brand identity, visual attention, and a professional look with imagery such as logos.

12_Screenshot-PDF_templates_create_new_template_display_settings_watermark

  • Text watermark - A simple text can be added as a watermark using the text field. The character limit is maximum 65 characters including spaces

  • Image watermark - If an image watermark is required, select an image, click on the Click to upload logo or image, and select an image from your local storage file explorer to continue.
    You can select the three standard square sizes available Small(150px), Medium(200px), Large(250px), or choose a Custom size in pixels. The canvas size can be between 20 and 350 pixels in width and height.


2. Header & footer

Header image

Set a header image for the PDF doc template using this section. This acts as a logo (or any image) placeholder on all the pages except for the cover.
Click on the Click to upload logo or image option and select the required image from the local storage file explorer.

13_Screenshot-PDF_templates_create_new_template_Header_and_footer

  • Alignment - You can select the position of the header image in the document. The selections available are Left, Center, or Right.
  • Image size - Users can select the three standard sizes available Small(50x60px), Medium(70x80px), Large(80x95px), or choose a Custom size in pixels. The canvas size for Height and Width can be between 20 and 85 pixels.

Page numbers

Click on the checkbox to enable page numbers on each page.

14_Screenshot-PDF_templates_create_new_template_Page_number

  • Page number type - Users can select from the three types of page numbers provided
    • Page 1 of 10, Page 2 of 10, ...
    • Page 1, Page 2, Page 3....,
    • 1,2,3...
  • Text alignment - Choose the position of the page number in the document. Left, Center or Right

Footer text

Click on the checkbox to enable the footer text in your document. The footer text has no character limit and can comprise letters, numbers, spaces, and special characters.

15_Screenshot-PDF_templates_create_new_template_Footer_text

  • Content - Type in the content that appears in the document's footer section
  • Font size -The font size (10 to 16) can be customized based on the requirement.
  • Font color - Specify the text color of the footer content. Use the color picker or the hex code to specify the color.

As the footer space in the PDF page is dynamic based on the text and font size, the text does not appear truncated in the final document.


3. Text Settings

Specify the Heading and paragraph font-related settings for the PDF text in this section.

19_Screenshot-PDF_templates_New_template_Text_settings

Heading text settings

  • Font family - Select the font family for the Headings in the PDF document

For example, Arial, Calibri, Verdana, etc.

  • Heading color - Specify the text color of the Heading tags (H2, H3, H4). Use the color picker or the hex code to specify the color

Paragraph text settings

  • Font family - Select the font family for the Headings in the PDF document

    For example, Arial, Calibri, Verdana, etc.

  • Font size - Choose the font size(10 to 24) in the PDF design template
  • Font color - Specify the text color of the paragraph content. Use the color picker or the hex code to specify the color
  • Disable links - Turn on or off the hyperlinks in the PDF that you want to export. When you turn on the toggle, other than the table of contents and direct URL, the hyperlinks in the PDF are disabled

    For example, when you turn on the Disable links toggle and export a PDF, the hyperlinks in the exported PDF are disabled. However, the hyperlinks of the table of content and direct URL work.

  • Links color - Specify the color of the links that appear in the document. Use the color picker or the hex code to specify the color

    Pro tip - Choose the color that aligns with your brand or the Heading color for a more visual appeal


Default template

Any created PDF template can be set as a Default template. The default template is available without selection in the "Select PDF template" when you initiate an Export to PDF.

16_Screenshot-PDF_templates_create_new_template_Set_as_default

Click on the Set as default setting on the design template page before you Save any template. A Default tag appears next to the template name on the design template overview page.

17_Screenshot-PDF_templates_default_template

The default design template cannot be deleted.


FAQ (Frequently asked questions)

1. What are PDF templates?

PDF design templates are pre-designed layouts or formats that can be used as a starting point for creating professional-looking PDF documents. They provide a structure and design elements, such as fonts, colors, and graphics, that can be customized with specific content.

2. How can the PDF templates benefit me?

PDF templates save time and effort by providing a ready-made framework for your documents. They ensure consistency in branding and visual appeal, making your PDFs look polished and visually appealing. Templates also streamline the design process, allowing you to focus on content compilation rather than starting from scratch.

3. Where can I find PDF templates?

In Document360, from the Knowledge base portal, go to Content tools > Import & Export > Export to PDF > PDF templates.

4. Can I customize PDF templates to fit my needs?

Yes, PDF templates are meant to be customizable. You can modify the text, images, colors, and layout of the template to align with your specific requirements. This allows you to maintain your brand identity while tailoring the design to suit your content and purpose.