Create a PDF template

Overview

Before you begin

[!IMPORTANT] - Permission requirements: You must have system administrator permissions or be granted print template management permissions. - Quantity limit: The system supports up to 100 print templates by default. To increase the limit, purchase a print template quota resource package (50 quotas per package). - Template type concepts: - Preset template: Templates pre-built by ShareCRM for the relevant business objects. You can use them directly or copy and modify them. - Default template: The template selected by default when printing. Each object can have one default template.

Steps

Step 1: Open the creation page

1. In Setup, go to Template Management > Print Templates.
2. Click Create Template.
3. Choose a creation method:
   • Copy from existing template: Select an existing template as the base, adjust the layout and fields to simplify the process.
   • Create without copying: Open a blank editor page and build the template from scratch.

Step 2: Configure basic information

1. Template name: Enter a descriptive name (for example, Sales Order - Customer Confirmation Template).
2. Scope: Select the employees who can use this template.
3. Print format: Check the export formats allowed when printing (Word and PDF supported).
4. Download file name:
   • Custom naming: Concatenate fields, variables, and custom text from the current object (for example, (Account Name)2022(Gender)).
   • Restrictions: Image, attachment, large attachment, signature, payment component, check-in component, and location fields are not supported. The name cannot contain the characters \/:*?"<>|.
   • Default logic: If left blank, the download file name defaults to Object Name - Primary Attribute. If a referenced variable is empty in the actual record, the default naming logic also applies.

Step 3: Design the template layout with the editor

1. Adjust fonts and paragraphs: Use the toolbar to set font size, font family, weight, alignment, indentation, and spacing.
2. Insert standard layouts and tables:
   • Click Insert Layout to divide the template into rows and columns for organized element placement. Layout grid lines do not appear in the printed output.
   • Click Insert Table for basic tabular data display.
3. Insert dynamic tables (detail lists):
   • Click Insert Dynamic Table to specify child object (detail) records under the main object. During print preview, the system automatically loads the actual child record list.
   • Total row: Supports inserting a total row for numeric fields.
   • Auto-incrementing serial number: When enabled, the system automatically adds a serial number column.
   • Record type filter: Set the template to print only detail data of a specified record type. Right-click the table to change the record type at any time.
4. Insert business object fields: Place the cursor at the insertion point in the editor, then click the field name (for example, Order Number) in the field panel on the left. The system automatically inserts the variable into the page layout.
5. Insert auxiliary elements:
   • QR code: Insert a QR code for the business object detail page or a custom URL QR code.
   • Watermark: Set an image watermark or text watermark. Adjust the text, font size, orientation, and transparency.
   • Header, footer, and page numbers: Insert constants, variable information, and images in headers and footers. Configure the page number display position, alignment, and format.
6. Click Save in the upper-right corner.

Expected results

• The new PDF template appears in the template list.
• Authorized users on the detail page of the corresponding object can click Print to select this template for preview and download.
• When printing, the system filters sensitive fields based on the current user’s permissions:
  • If a user does not have read permission for a printed field, the field value is hidden during printing.
  • If a user does not have data permission for a related object, the related data is hidden during printing.

Template management operations

• Edit: Reopen the editor to modify the template content.
• Set as default: Set the current template as the default. The system selects this template first when printing.
• Initialize: Preset templates cannot be deleted. If you modified a preset template, click Initialize to restore its style and layout to the original system state.
• Delete: Remove custom templates that are no longer needed (preset templates cannot be deleted).

Advanced tips: Custom data printing with HTML and APL

Related topics

• Print template overview
• Create an Excel template
• Create a Word document