PDF Templates
Package: BASIC
1. General
With PDF templates, templates for PDF export can be created for almost all modules. This allows, for example, Invoices or deals to be easily generated as a PDF file and then saved, printed, or sent by email.
A company creates a PDF template for the Invoices module. In the layout, the company logo, address fields, and a line-item group with placeholders from the product block are inserted. For Swiss customers, the QR invoice field is additionally activated.
A sales representative wants to export quotes as PDFs. They create a PDF template for the Deals module, add a header and footer template with page numbering, and set the template as the default template for this module.
2. Layout - Functional Areas
The creation view of a PDF template is divided into the Details and Layout tabs.
In the Details tab, the basic details of a template - see the section Templates - Detail View - are defined or displayed.
In the Layout tab, the PDF template itself is configured. The Layout tab is divided into several functional areas.
- Editor toolbar
- Switching the template
- Language
- Preview
- Document settings
- Watermark
- PDF as template
- Export file name
- Placeholders
functional areas of the Layout tab
2.1. Editor Toolbar
The editor toolbar offers all functionalities for text formatting (e.g. font type and size, lists, inserting images and links, tables, etc.).
2.2. Switching the Template
After clicking the "Template" button, a flyout menu appears that allows switching between the PDF template itself and the header and footer.
The header and footer are areas at the top and bottom of a page that can contain information such as the document title, date, author, or a page number. They appear on every page of the document.
In the header and footer - just as in the PDF template itself - placeholders can be used.
To have consistent headers in all PDF templates, header and footer templates can be created, which can be loaded during PDF export.
2.3. Language
The "Language" button offers the option to switch between different languages, if the template is to be created in multiple languages.
Texts entered directly in the layout cannot be translated. For multilingual templates, the "Text" and "Text area" placeholders from the Single fields → General tab must therefore be used. In the "Link data" step, the desired text can be stored per language for these placeholders.
When exporting a PDF from the detail view of a record, the language of the respective record is always used for multilingual templates.
2.4. Preview
The "Preview" button offers the option to obtain an initial preview of the template.
After clicking, the icons of the placeholders are hidden. Clicking the button again shows the placeholder icons again.
2.5. Document Settings
After clicking the "three dots" button (further settings), a flyout menu appears in which the following settings can be selected:
- Document settings
- Watermark
- PDF as template
- Attachments
After clicking the "Document settings" action, a side panel appears in which all document settings can be configured.
Document settings side panel
The document settings are grouped into four areas:
2.5.1. Document
2.5.1.1. Cover page
Setting (toggle) for whether the cover page is shown during export.
The cover page offers the same functionalities as the template itself. All placeholders of the template are also available on the cover page.
2.5.1.2. Last page
Via the Last page option, a dedicated closing page can be created in the layout. It is designed in the same way as the cover page and is output directly after the content of the template.
Watermark, header, and footer can be set separately for the last page.
2.5.1.3. Table of contents
Setting (toggle) for whether the table of contents is shown during export.
If it is activated, the "Settings" link appears, through which the font type, size, colour, and formatting can be defined for each level.
The table of contents is generated automatically from the headings of the layout. The prerequisite is that the headings are entered directly in the layout - headings within tables or other elements are not taken into account.
Table of contents popup
For each level of the table of contents, which is created automatically from the headings of the layout, font type, size, colour and formatting can be defined.
2.5.2. Background colour
A separate background colour can be chosen for Cover page, Content and Last page. The colour is displayed in the layout editor and applied to the entire page during export.
2.5.3. Page setup
In the page setup settings, the following settings can be configured:
- Format → format of the PDF file (A3, A4, A5, A6, Letter and Legal)
- Orientation → orientation of the PDF file (portrait/landscape)
- Margins → definition of the page margins (top, bottom, left and right) as well as the height of the header and footer
2.5.4. Number format
When outputting numbers, these can be displayed differently in the PDF file than they are stored in brainX. The following settings are configurable:
- Numbers → definition of decimal and grouping separators and decimal places
- Currencies → definition of decimal and grouping separators and decimal places
- Percentages → definition of decimal and grouping separators and decimal places
2.6. Watermark
After clicking Watermark in the flyout menu (three dots button), a side panel appears in which all settings for a watermark can be configured. For the watermark, you can choose between an image and a text. Using the settings (size, transparency, and rotation), the watermark can be configured individually.
Watermark image
Watermark text
2.7. PDF as Template
After clicking PDF as template in the flyout menu (three dots button), a side panel appears in which a PDF can be uploaded as a template.
PDF as template side panel
Instead of inserting background images into the header and/or footer, there is also the option to store a PDF file as a template. As with letterhead, the template is applied to every page of the export (incl. cover page and table of contents). The PDF file of the template can have any number of pages.
A special case occurs when the PDF template contains fewer pages than the later export – in this case, the last page of the PDF template is used on all subsequent pages. In the simplest case, the file consists of one page that is used on every page of the export.
If a PDF file is used as a template in combination with the table of contents, note that the table of contents is, technically speaking, always generated last and moved to the beginning. This means the table of contents receives the background of the PDF template that is found on the last page of the export.
A PDF template can be uploaded separately for the Cover page and the Last page. The existing PDF template serves as the default for all pages for which no dedicated template is stored.
2.8. Export File Name
In the Export file name field, the default name that the generated PDF file receives is entered. To individualise the file name, placeholders (e.g. the invoice number) can be used.
2.9. Placeholders
In a PDF template, various types of placeholders can be used. These are replaced by the corresponding values from the records when the PDF file is generated.
Placeholders are divided into three categories:
In the "Placeholders" side panel, these three categories are divided into corresponding tabs, between which you can switch at any time.
2.9.1. Single Fields
Single fields are divided into the "General" and "Module-related" areas.
Placeholders side panel - Single fields tab
2.9.1.1. General
The general fields include:
- Text → entry of text
- Text area → entry of multi-line text
- Image → inserting an image; the dimensions of the image can be defined after uploading
- Date/Time → current date with optional display of the time
- DocuSign/DocuSeal fields → fields of the Digital Signature integration
- Form field → inserts a fillable field into the PDF template (Text, Text area, Checkbox or picklist); configurable are label, default value, mandatory-field option, and optionally a field mapping including pre-fill
When form-field placeholders are used, the PDF export generates a fillable PDF document. If the PDF file is sent via DocuSeal or DocuSign, the recipient fills in the form fields directly when signing; the values of mapped fields are then automatically transferred to the record.
2.9.1.2. Module-related
In the "Module-related" area, placeholders are available both for fields of the main module and placeholders of referenced modules.
The module-related fields include:
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Module fields → fields of the main module as well as records related to/referenced from the main record
Note: Module fields of type URL can be configured with an alternative text. Instead of the full URL, the configured text is displayed in the PDF document as a clickable link. The configuration is done after inserting the placeholder via the Link data step. -
User information → fields from the user information; during export this placeholder is replaced with the values of the currently logged-in user
-
Company information → fields from the company information
-
Condition → allows setting a value depending on another value
Note: In the Deals module, two additional fields are available for conditions:
- Number of alternative line items
- Number of optional line items
This allows blocks or content in the template to be shown or hidden depending on the line-item constellation of the deal. These fields are also available in list views, Reports and Automations.
Formatting options for output values (e.g. date format, currency format, alternative link text for URL fields) can also be defined for fields that are inserted into the template via a condition. The configuration is done in the Link data step of the respective placeholder.
For line items in Billing modules, the Discount type field is additionally available as a condition field. This allows controlling whether a block or content in the template is shown or hidden depending on the discount type of a line item – e.g. with graduated discounts. -
Responsible user information → fields from the user information; during export this placeholder is replaced with the values of the responsible user
-
Signature → inserts the signature stored in the user profile (see My Preferences - Further Settings).
When inserting the placeholder, you can choose which signature is used:
- responsible user of the record → the signature is dynamically drawn from the responsible user stored in the record
- fixed user → the signature of a specific, fixed selected user is always used, regardless of the record's responsible user
Note: The signature stored in the user profile should already be uploaded at the required size to avoid unwanted scaling in the PDF export.
- Barcode → allows the generation of barcodes for various standards, e.g. EAN-13
Note: For amount fields in invoice templates, the type "QR Code GiroCode" is available for the Barcode placeholder. It generates an EPC QR code that customers can scan with their banking app to execute the transfer with pre-filled payment details.
To allow the placeholders to be quickly associated visually, the respective module icons are additionally displayed.
After inserting a placeholder into the PDF template, the corresponding field from that module can be selected by clicking the placeholder.
Module-related placeholder for the Contacts module
2.9.2. Links
In the "Links" tab, placeholders of referenced modules/records are available, which are listed in the record of the main module in the detail view in the Relations tab.
Placeholders side panel - Links tab
For each module listed in the Relations tab of the main record, three placeholders exist (Block Start, End, and Fields). If placeholders of the More information of a record are used and the respective block is empty, the area can be hidden from the template, as long as tables are used.
Within a block for Links, any placeholders from the General, Fields and Symbols categories can also be used.
2.9.3. Custom Blocks
Custom blocks are used to insert the line items of the product block from the modules Sales Orders, Deals, Purchase Order, Credits, Invoices and Cancellations into a template.
Placeholders side panel - Custom blocks tab
The following custom blocks are generally available:
- Line items → Block Start, Field and End for line items
- Line item groups → Block Start, Field and End for line item groups
- Product bundles → Block Start, Field and End for product bundles
- Graduated discount → Block Start, Field and End for graduated discount
- Summary → Block Start, Field and End for summary
In the block settings, it can be defined for each product block group whether page breaks are allowed. If the option is deactivated, the group is not broken across multiple pages – e.g. for a summary that should be displayed contiguously.
Within the "Summary" block, cumulative tax placeholders are additionally available. These allow the summed output of taxes over a monthly or annual period – relevant, for example, for contract billing.
For the Invoices, Credits and Cancellations modules, placeholders for the sums of down payments made are additionally available:
- Subtotal (down payments)
- VAT (down payments)
- Gross (down payments)
2.10. Attachments
After clicking Attachments in the flyout menu (three dots button), a side panel appears in which one or more PDF files can be uploaded as attachments. The attached PDF files are appended to the end of the generated document during export.
Attachments side panel
Only PDF files are supported as attachments.
3. Practical Examples
1 – Invoice template with company logo, address block and product line items
A company wants to export invoices as a professional PDF. In the Templates module, a new PDF template is created for the Invoices module. In the Layout tab, the header is first switched to via the Template button: there, the company logo is inserted as an image and a header template is linked that appears on all pages. Then you switch back to the actual template.
In the layout, the placeholders for the invoice recipient (name, address) as well as invoice date and invoice number are inserted from the Single fields → Module-related tab. For the line items, the Line items block (Start, Fields, End) is embedded in a table in the Custom blocks tab, so that each invoice line item is displayed in its own row. In the Summary block, the net, VAT and gross amounts are output.
In the Export file name field, the placeholder for the invoice number is entered so that the generated PDF file automatically receives the appropriate name. Finally, the template is set as the default template for the Invoices module.
2 – Multilingual quote template (German/English)
A sales representative creates a PDF template for the Deals module that can be output in both German and English. Since directly entered texts in the layout cannot be translated, placeholders of the Text type from the Single fields → General tab are used exclusively for all language-dependent labels (e.g. "Angebot" / "Quotation", "Gültig bis" / "Valid until").
After inserting each text placeholder, the German text is stored for the German language and the English text for the English language in the Link data step. Via the Language button in the Layout tab, you can switch between the language versions at any time and check the display. During PDF export, the user selects the desired language, and the template is filled accordingly.
3 – Letterhead background via "PDF as template"
Instead of manually inserting background images into each header and footer, a company stores its own letterhead as a PDF file directly in the template. In the flyout menu (three dots button), PDF as template is selected and the single-page letterhead PDF is uploaded. Since the letterhead has only one page, this layout is automatically applied to all subsequent pages of the export.
The actual template layout is limited to the content placeholders (address block, line items, totals), without background design – this comes entirely from the stored letterhead. The result is a consistent appearance on all export pages that can be maintained independently of the template content.
4 – Conditional content depending on discount type (Deals)
A company uses both regular discounts and graduated discounts in the Deals module and wants to output different text blocks in the PDF template depending on the discount type. To do this, a placeholder of the Condition type is inserted in the Single fields → Module-related tab. Discount type is chosen as the condition field.
In the Link data step, two cases are defined: if the discount type is Graduated discount, an explanatory note about the graduation is displayed; in all other cases, the area remains empty. Additionally, the fields Number of alternative line items and Number of optional line items are available as conditions to show or hide entire blocks for certain line-item constellations.
5 – Export template with table of contents for extensive documents
For the Projects module, a PDF template with an automatic table of contents is created. In the layout, the various sections (e.g. project description, milestones, appendix) are entered with headings directly in the editor – not within tables, as these are not taken into account for the automatic table of contents.
In the Document settings, the table of contents is activated. Via the Settings link, font type, size and formatting are defined for each level. The table of contents is generated automatically during export and placed at the beginning of the document.
4. Frequently Asked Questions
Why do my headings not appear in the table of contents?
The automatic table of contents only takes into account headings that were entered directly in the layout. Headings within tables or other embedded elements are not captured. In addition, the table of contents must be activated in the Document settings.
How do I create a multilingual PDF template?
Texts entered directly in the layout cannot be translated. For multilingual templates, all language-dependent content must be inserted via placeholders of the Text or Text area type (Single fields → General tab). In the Link data step, the desired text per language is stored for each placeholder.
What is the difference between a header template and the "PDF as template" feature?
A header template defines a reusable header or footer area that can be embedded into multiple PDF templates. PDF as template, on the other hand, stores a complete PDF file (e.g. letterhead) as a background that is applied to every page of the export – including cover page and table of contents.
Why does the table of contents have a different background than the remaining pages when I use "PDF as template"?
The table of contents is, technically speaking, always generated last and then moved to the beginning of the document. It therefore receives the background of the PDF template that is stored on the last page of the export. If the letterhead has only one page, the background is identical on all pages and this problem does not occur.
How can I automatically fill in the file name of the exported PDF file?
In the Export file name field in the Layout tab, placeholders from the module can be used. This allows, for example, the invoice number or customer name to be defined as part of the file name. The file name is automatically filled from the respective record during export.
Can attachments also contain module-specific documents, or only static files?
Via the Attachments function (flyout menu, three dots button), only static PDF files can be uploaded, which are appended to every export. Dynamic attachments from records (e.g. linked documents) are not supported via this function.
What happens if my "PDF as template" has fewer pages than the export?
In this case, the last page of the stored PDF template is used on all further export pages. In the simplest case – and the most common use case – the letterhead consists of exactly one page, which is automatically applied to all pages of the export.
How do I insert placeholders from linked modules (e.g. contacts of an invoice)?
Linked modules are available in the Links tab of the placeholder side panel. For each module listed in the Relations tab of the main record, Block Start, Block End and field placeholders are available. Within such a block, all general placeholders as well as fields of the linked module can be used.