Output Template Tutorials

Forms are created and saved as templates, which are then linked to each transaction (e.g. Customer Invoices) or module (e.g. Customer Age Analysis). A linked template is generated when Output (button) is clicked and the template is selected (see Output Button).

This process can be used to add templates to other modules such as Service Types.

💡These tutorials explain how to add output templates, link them to Transaction Types and modules, and set the file name of emailed PDFs.

How to Add Output Templates#

1. Navigate to the Output Templates module (Main Menu > Setup > Output Templates) or to a setup module interface.
2. Click Add/Edit (button).
3. Complete the details on the top row as follows:
   1. Module = Select a module from the dropdown list.
   2. Description = Enter a description for the form (e.g. Customer Invoice, Quotation).
   3. Follower = Select one of these options:
      • All: Both internal and external Followers are sent emails.
      • Internal: Only internal Followers (e.g. staff) are sent emails.
      • External: Only external Followers (e.g. customers) are sent emails.
   4. Output = Select one of these output options from the lookup list:
      • Print only
      • Email only
      • Print & Email
   5. Default = Check the box if this template is the default template. A default template is generated when you click Output (button). Other templates for the module can be selected from a dropdown list.
   6. Allow Status = Select the Status Groups for which output is allowed.
      • Note: Output can be generated for any of the statuses allocated to the selected group. If no Status Groups are selected, output can be generated for any status. There are four Status Groups:
        • Pending
        • Active
        • Complete
        • Cancelled
4. If Email is an option under Output (step 3d), create the email fields as follows:
   1. Right-click the entry and select Edit Email Subject.
   2. In the text editor that opens, enter the email subject (e.g. Invoice from XYZ Organisation attached).
   3. Click Save (button).
   4. Right-click the entry again and select Edit Email Body.
   5. Use the fields on the right to personalise the email body. For example:
      1. Enter any message (e.g. “Thank you for your support”) and press Enter.
      2. Double-click [user_full_name] to add it. Press Enter.
      3. Double-click [user_mobile] to add it. Press Enter.
      4. Double-click [user_email] to add it. Press Enter.
      5. To add your email stationery (e.g. a signature), double-click [user_stationery].
      6. Click Save (button).
         • Note: The fields on the side can also be inserted in the text (e.g. Please contact [user_first_names] if you have any queries).
5. To add a Reportbuilder (.rtm) file, right-click the entry and select Load Reportbuilder (.rtm) file.
   1. Navigate to your templates folder and select the applicable template (e.g. Customer Invoice, Quotation).
6. If you want to allocate the template to a specific entity:
   1. Right-click an entry and select View/Edit Entities.
   2. To add entities, move the entries from the Available to the Selected section using the arrows in the middle or by double-clicking the entity name.
   3. To remove entities, move the entries from the Selected to the Available section the same way.
   4. Click Save (button).
7. Click Save (button).

How to Set an Output Name#

1. Navigate to the Output Templates module (Main Menu > Setup > Output Templates) or to a setup module interface.
2. Right-click the template and select Edit Output Name.
3. Enter the file name. Double-click the [params] on the right to add them, as for the email subject (for example, Invoice [trans_no] - [company]).
   • Note: When the email is created, the [params] are filled in, the characters that file names cannot contain (/ ? < > \ : * | and &) are removed, and .pdf is added.
4. Click Save (button).
   • Note: The Output Name column is checked for templates that have an output name.