---
title: "Design Custom PDF Templates with Document360"
slug: "pdf-design-templates"
description: "Create and manage custom PDF templates in Document360. Maintain brand consistency with various design options, headers, footers, and more."
tags: ["Import & Export", "Export", "PDF"]
updated: 2026-05-30T09:30:01Z
published: 2026-05-30T09:30:01Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.document360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Designing a PDF template

PDF templates (previously "Design templates") define the PDF's design, styling, and text formatting of the PDF, ready for export. Templates help maintain brand consistency for the different PDFs generated. PDF templates are chosen along with other settings when the user initiates a new **Export as PDF**.

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

---

## PDF templates overview page

You can access the PDF templates in the Knowledge base portal. Go to **Content tools** > **Import & export** > **Export articles** and select the **PDF templates** tab at the top.

- You can view a list of available PDF templates, including both system templates and custom templates. The list displays the template name and the last modified date and time, sortable in ascending or descending order.
- You can add and manage all PDF templates from this page.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/PDF%20templates.png)

### Template actions on the overview page

You can manage PDF templates on the overview page using the following actions. Individual controls are visible when you hover over a template:

- **Clone****(**)**: Duplicate a template. Clicking the **Clone** button opens the PDF template settings page, with ‘Clone’ appended to the original template name. Make the necessary changes and click **Save**.
- **Edit****(**)**: Modify the settings of an existing template. After making changes, click **Save**. Use the **Back**button to return to the overview page.
- **Delete****(**)**: Remove a template from the list. A confirmation prompt appears; click **Yes******to proceed.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1768806934131.png)

> [!NOTE]
> NOTE
> 
> You cannot delete the default template. If only one template exists, it is treated as the default template and cannot be deleted.

---

## Create a new PDF template

To create a new PDF template, navigate to the **PDF templates**page and click **Create new template** at the top. The **Create PDF template** panel appears. Enter a unique name for the template (mandatory).

- Maximum of 250 characters.
- Allowed: letters, numbers, spaces, and special characters (`-`, `_`).

In the **Create PDF template** panel, there are 3 tabs:

- [**Display options**](/help/docs/pdf-design-templates#display-options): Configure layout, margins, and additional pages.
- [**Header & footer**](/help/docs/pdf-design-templates#header-footer): Customize header images, footer text, and page numbers.
- [**Text****settings**](/help/docs/pdf-design-templates#text-settings): Define font styles and colors for headings and paragraphs.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1768807005112.png)

---

### Display options

#### Layout and margins

Choose a page orientation: **Portrait**(Height > Width) or **Landscape**(Height < Width) and set margins:

| Preset | Top/Bottom | Left/Right |
| --- | --- | --- |
| Normal | 50 px | 60 px |
| Moderate | 30 px | 40 px |
| Narrow | 10 px | 15 px |
| Wide | 70 px | 80 px |

You can also set custom margins between 10 and 80 px.

#### Cover page

Select **Cover page** to add a cover page to your PDF and expand its dropdown. The preview on the right updates as you make changes.

**Title****:** Enter a title for the cover page (up to 250 characters). You can type a static title or use **+ Add placeholder** to insert dynamic metadata that automatically pulls information from the exported article or category.

**To add a placeholder:**

1. Click **+ Add placeholder** next to the **Title**field.
2. Select a field from the dropdown. Fields appear in this order:

- PDF Generated Date
- Language Code
- Published date
- Workspace name
- Article version
- Publisher
- Article Title
- Category Title

Fields that don't apply to your export type are automatically skipped in the output.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/add%20placeholder.png)

Example output: `Installation_20.Oct.2025_EN_v2_Acme`

> [!NOTE]
> ******NOTE
> 
> If your title is too long, It gets truncated at 60 character limit. If Article Title or Category Title is at the end, it uses the full 250 characters. If it appears anywhere before the end, it is cut off at 60 characters. Placeholder characters count toward the 250-character limit.

**Description**:

Add a supporting description for the cover page (up to 500 characters).

**Appearance:**

| Setting | What it does |
| --- | --- |
| Font color | Sets the text color for the title and description. Use the color picker or enter a hex code. |
| Background color | Sets the background color of the cover page. |
| Background image | Upload an image. Set opacity (e.g., 50%) in the Image opacity field to control transparency. |
| Logo | Upload a logo. Sizes: Small (100 px), Medium (150 px), Large (200 px), or custom (20–300 px). |

**Layout**

Use the layout options to set the alignment of the description text and the position of the logo:

| Settings | Options |
| --- | --- |
| Text — horizontal | Left, Center, Right |
| Text — vertical | Top, Middle, Bottom |
| Logo — horizontal | Left, Center, Right |
| Logo — vertical | Top, Middle, Bottom |
| Logo — placement | Above text, Below text |

> [!NOTE]
> ** NOTE
> 
> The **Placement** option for the logo appears only when the vertical alignment of the description text and the logo is the same.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/cover%20page.png)

#### Terms & conditions

Enable the **Terms & conditions** section to include an article or custom text in the exported PDF.

- **Link an existing article**: Select an article to include by default.
- **Custom text**: Use formatting options to add text, links, numbers, and special characters.

![Options to link existing articles or create custom links in a document interface.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/PDF%20template%20-%20Terms%20&amp;%20conditions.png)

> [!NOTE]
> ** **NOTE**
> 
> There are no character limits for this section.

#### Table of contents

Select the **Table of contents** option to enhance navigation within the PDF.

- **Title**: Enter the heading of the Table of contents, which can be localized or customized.
- **Select headings**: Choose headings to include in the Table of contents. Selecting a subheading (e.g., H4) automatically includes its higher-level headings (e.g., H2, H3).
- **Page numbers**: Each heading displays the corresponding page number for quick reference.

**Benefits**:

- Provides a clear overview of the document’s structure.
- Simplifies navigation by indicating where each section starts.

> [!NOTE]
> ******NOTE
> 
> When readers click headings or article links in the exported PDF, navigation occurs within the PDF itself if the linked content is included in the export; otherwise, links redirect to the corresponding article on the knowledge base site.

![Settings for table of contents with options for headings and category path display.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/PDF%20template%20-%20Table%20of%20contents.png)

#### End page

The end page is the last page of the exported PDF. It is typically used for legal disclaimers, compliance content, or closing information. Select **End page** to include it and expand the dropdown.

The end page has the same configuration options as the [cover page](/help/docs/pdf-design-templates#cover-page); Caption, Description, Appearance, and Layout, with the same 250-character limit, placeholder support, and truncation logic.

#### Watermark

Enable the **watermark** option at the bottom of the settings page to include a watermark in your PDF.

**Types of watermarks**

- **Image watermark**:
  - Upload an image to use as a watermark by clicking the **Upload logo or image** option.
  - Choose from standard sizes (Small: 150px, Medium: 200px, Large: 250px) or set a custom size (20–350px).
  - Set **Opacity** to specify the transparency level of the watermark image. Enter a value in terms of percentage (example - 50%).
- **Text watermark**:
  - Add **Watermark text** (up to 65 characters) to display as a watermark, such as "DRAFT" or "CONFIDENTIAL."
  - Set **Position** to specify the placement of the watermark image. Click the dropdown to set the position as **Default**, **Diagonal**or **Inverse**.
  - Set **Opacity**to specify the transparency level of the watermark image. Enter a value in terms of percentage (example - 50%).

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/7_ScreenShot-PDF_templates.png)

---

### Header & footer

#### Header image

Add a header image to appear on all pages, excluding the cover page. This can be a logo or any other image.

- **Upload image**: Select **Click to upload logo or image** and choose the desired image from your local storage.
- **Alignment**: Choose the position of the header image: Left, Center, or Right.
- **Image size**: Select from standard sizes (Small: 50x60 px, Medium: 70x80 px, Large: 80x95 px) or set a custom size (20–150 px for both height and width).

![Creating a PDF template with header image and alignment options in Document360.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1758831813247.png)

#### Page numbers

Enable page numbers to appear on every page of the PDF.

- **Page number type**: Choose from the following formats:
  - Page 1 of 10, Page 2 of 10...
  - Page 1, Page 2, Page 3...
  - 1, 2, 3...
- **Alignment**: Set the position of the page numbers: Left, Center, or Right.

![Creating a PDF template with page numbers and header settings in Document360.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1758831865506.png)

#### Footer text

Enable footer text to display information at the bottom of every page. Click **+ Add placeholder** to insert dynamic metadata into the footer.

**To add a placeholder:**

1. Click **+ Add placeholder** next to the **Content**field.
2. Select a field. The available fields are grouped by export type and appear in the same order as the Cover page placeholder dropdown. Fields under Single article export apply only to single-article PDFs, while fields under Single + Multi article export are available for both single-article and multi-article PDF exports.

Example output: `GettingStarted_20.Oct.2025_EN_UserGuide_ProductDocs_v3`

**Settings:**

- **Content**: Enter text, numbers, spaces, or special characters. The character limit is 120 characters. A counter shows current count and remaining characters.
- **Font size**: Customize the font size (10–16).
- **Font color**: Use the color picker or hex code to set the text color.

> [!NOTE]
> ** **NOTE**
> 
> If the footer exceeds 120 characters, it is cut off automatically. If Article Title or Category Title is at the end, it uses the full 120 characters. If it appears anywhere before the end, it is truncated at 60 characters. Placeholder characters count toward the 120-character limit. The footer space dynamically adjusts based on the text length and font size, ensuring the content is not truncated in the final PDF.

![](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/character%20limit.png)

### Text settings

Configure the font and color settings for headings and paragraphs in the PDF.

#### Heading text settings

- **Font family**: Choose a font family for the headings (e.g., Arial, Calibri, Verdana).
- **Heading color**: Use the color picker or enter a hex code to specify the color for heading tags (H2, H3, H4).

#### Paragraph text settings

- **Font family**: Select the font family for paragraphs (e.g., Arial, Calibri, Verdana).
- **Font size**: Choose a font size between 10 and 24.
- **Font color**: Use the color picker or hex code to set the text color for paragraphs.

#### Hyperlink settings

- **Disable links**: Toggle this option to deactivate hyperlinks in the exported PDF, except for the Table of Contents and direct URLs.
  - For example, when this option is enabled, hyperlinks in the content are removed, but those in the Table of Contents and direct URLs remain functional.
- **Link color**: Set the color of hyperlinks using the color picker or hex code.

> [!TIP]
> **** PRO TIP**
> 
> Align link colors with your brand or match them with the heading colors for a visually cohesive design.

![Settings for creating a PDF template, including font and color options.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1758832025009.png)

---

## Set PDF template as default template

Any PDF template can be set as the **Default template**. The default template is automatically pre-selected in the **Select PDF template** field when initiating an Export to PDF.

![Settings for creating a PDF template with options for layout and additional pages.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1758832045388.png)

Select the **Set as default settings**checkbox 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.

![Document360 interface showing PDF export options and highlighted default template selection.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/image-1758832064376.png)

> [!NOTE]
> ** NOTE
> 
> The default design template cannot be deleted.

---

### FAQ

#### 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 structured layout and design elements, such as fonts, colors, and graphics, that can be customized with specific content.

#### 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. Templates also streamline the design process, allowing you to focus on content compilation instead of starting from scratch.

#### 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.

#### What is a watermark?

A watermark is a faint text or image placed behind the document’s main content. It serves to:

- Categorize the document (e.g., "DRAFT" or "CONFIDENTIAL").
- Add branding (e.g., company logos).

#### How do links work in exported PDFs?

In exported PDFs, link behavior depends on the type of link and whether the linked content is part of the export:

- If the linked article or heading is included in the exported PDF, clicking the link navigates to the corresponding section within the same PDF.
- If the linked article or heading is not included in the export, clicking the link opens the corresponding article on your knowledge base site.
- If the link points to an external website or webpage, clicking it opens the target page in your browser.

The platform where project members manage and create content for the knowledge base. It allows users to create categories, articles, and templates; manage files, team accounts, and readers; and configure site settings such as branding, domain, and security.

## Related

- [Export to PDF](/export-to-pdf.md)
- [Compiling content for PDF](/compliling-content-for-pdf.md)