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How to Create/Edit Document Templates

Updated

Overview

This tutorial explains how to create document templates.

Table of Contents

  1. What are Document Templates
  2. Printing Document Templates
  3. Creating/Editing Document Templates
  4. Adding Images to a Document Template
  5. Using a Sample Document Template
  6. Error message "Template Fields Not Available"
  7. List of Document Template Fields

What are Document Templates

Document templates are custom templates that can be used to print documents or printable contracts from StudioCloud. A document template can be used to print information about a client, event, invoice, or project

How to Print a Document Templates

Click here for instructions on how to print a document template

How to Create/Edit Document Templates

  1. Click on the Settings component
  2. Click on the Settings tab
  3. Click the Document Templates button
  4. In the window that opens click the New Document Template button
  5. Add a name for the template
  6. Enter the information for the template
  7. Use the Fields tabs to add placeholders for information that will be automatically populated based on the use of the document
  8. Click the Save button

How to Add an Image to a Document Template

  1. From the new or edit document template click the Upload Image button
  2. Click on the image icon on the top which looks like the following image 
  3. Paste the image URL that you copied from the CloudStorage into the URL field and click the save button

How to Use a Sample Document Template

  1. From the create or edit document template window click the Sample Document Templates menu
  2. Select the desired document template sample
  3. Click the Save button

What does the error message "Template Fields Not Available" mean?

Sometimes you might get an error telling you that some particular template field was not available.  For example, if a template includes event and invoice information and you are generating the template from a client then there is no event or invoice information to populate in the template.  So if you see these errors there is nothing to be worried about.  The error message is just letting you know that parts of the document template could not be populated.

List of Document Template Fields

Below is a list of the items that can be included in the document template and a description of what they are used for. All of the items will be automatically populated with the document template is printed.

  • Logo
    • This field will insert the logo saved in StudioCloud into the document template
  • Business Fields
    • Business Name
    • Business Street
    • Business City
    • Business State/Province
    • Business Zip/Postal Code
    • Business Phone
    • Business Email
    • Business Website
    • The following fields will insert your business information into the document template
  • General Fields
    • This field will insert the current date into the document template
    • This field will insert the current time into the document template
    • Current Date
    • Current Time
  • Client Fields
    • Client Number
    • Client Business Name
    • First Name
    • Last Name
    • Street
    • City
    • State/Province
    • Zip/Postal Code
    • cell phone
    • work phone
    • home phone
    • email address
    • notes
    • client portal password
      • This field will insert the clients portal password into the document template
    • tags
      • This field will insert any tags associated with the client into the document template
    • facebook
    • website
    • twitter
    • google plus
    • pinterest
    • linkedin
    • flickr
    • instagram
    • blooger
    • custom fields
    • The following fields will insert the client information into the document template
  • Event Fields
    • Event Name
    • Event Number
    • Event Start Date
    • Event Start Time
    • Event End Date
    • Event End Time
    • Event Notes
    • Event City
    • Event State
    • Event Zip/Postal Code
    • Confirm Event Link
    • The following fields will insert event information saved in StudioCloud into the document template.
    • Note the document template must be created from either a session or an invoice associated with a session.
  • Invoice Fields
    • Invoice Number
    • Invoice Balance
    • Invoice Date
    • Invoice Shipping Amount
    • The following fields will insert invoice information into the document template. 
    • Note this document template must be created from an invoice
  • Product Fields
    • The following fields will insert products from an invoice into a document template. 
    • Note this document template must be created from an invoice
  • Project Fields
    • Project Name
    • Project Description
    • Project Priority
    • Project Deadline
    • The following fields will insert project information into a document template. 
    • Note this document template must be created from a project
  • Order Shipping
    • Shipping Street
    • Shipping City
    • Shipping State/Province
    • Shipping Zip/Postal Code
    • Shipping UPS Tracking
    • Shipping FedEx Tracking
    • The following fields will insert project information into a document template. 
    • Note this document template must be created from a project