PDF Templates
Create and manage document templates for permits, licenses, invoices, and other official documents. PDF Templates use a rich text editor with dynamic field insertion to generate professional documents automatically.
Overview
The PDF Templates feature allows you to:
- Design document layouts with a WYSIWYG editor
- Insert dynamic fields that populate from permit/entity data
- Include payment information with pre-built payment fields and tables
- Manage versions with draft and publish workflow
- Organize templates by department and type
Key Concepts
Templates
A template is a reusable document design that generates PDFs with dynamic content. Each template is associated with:
| Property | Description |
|---|---|
| Name | Descriptive name for the template |
| Description | Brief explanation of the template's purpose |
| Department | The department that owns this template |
| Entity | The entity type whose data populates the template |
| Template Type | Category (e.g., Permit, License, Invoice) |
| Status | Active or Inactive |
Departments
Departments organize templates and define default headers/footers. Each department can have:
- Department Name — Display name
- Default Header — Rich text that appears at the top of all templates
- Default Footer — Rich text that appears at the bottom of all templates
Template Types
Template types categorize your documents. Common types include:
- Permit Certificate
- License Certificate
- Invoice
- Inspection Report
- Notice Letter
Accessing PDF Templates
Template List View
The main view displays templates as cards with:
- Template name and description
- Associated department and type badges
- Status indicator (Active/Inactive)
- Last modified date
Filtering Templates
Use the tabs to filter by status:
| Tab | Shows |
|---|---|
| All | All templates |
| Active | Only active templates |
| Inactive | Only inactive templates |
Searching
Use the search bar to find templates by name. Click the X to clear the search.
Filter Popover
Click the filter icon for additional filtering options:
- Department — Filter by owning department
- Template Type — Filter by document category
- Entity — Filter by associated entity
Creating a Template
Fill in the required fields:
- Template Name — Enter a descriptive name
- Description — Explain the template's purpose
- Department Type — Select the owning department
- Entity — Choose which entity type this template uses
- Template Type — Select the document category
Entity Selection
The entity cannot be changed after template creation. Choose carefully based on what data you need to include in the document.
Editing Templates
Click any template card to open it in the editor. See the Template Editor guide for detailed editing instructions.
Quick Actions
Each template card has a menu with:
- Edit — Modify template name, description, or type
- Delete — Remove the template (confirmation required)
Managing Settings
Click the Settings (gear) icon to access:
- Departments — Manage departments and their default headers/footers
- Template Types — Create and manage template categories
See the Settings guide for details.
Best Practices
Naming Conventions
Use clear, consistent naming:
- Include the permit/license type: "Building Permit Certificate"
- Indicate purpose for notices: "Inspection Failure Notice"
- Version if needed: "Invoice Template v2"
Department Organization
- Create departments that match your organizational structure
- Set default headers with department logos and contact info
- Use consistent footers for legal disclaimers
Template Design
- Keep layouts clean and professional
- Use dynamic fields instead of hardcoded values
- Preview templates with sample data before publishing
- Test PDF generation with various data scenarios