Create your own custom form record templates for individual forms and simply export them in PDF format as and when needed. For instance, you would need few forms as a paper document. In such cases, you can simply export the form record in PDF format and can print them instantly at any time. For example, form records like Company Welcome Letter, Employee Salary Revision Letter, Employee History Record, Employee Training record etc.,
You can easily and quickly create a form record template in less than a minute. Please follow the steps given below to create your own custom form record template.
Field values in templates provides you with both the default form fields and the related fields of a form that is associated with the 'Lookup' field. It neatly segregates the fields into categories that makes it easier for you to add the required fields instantly while configuring the template. For example, if you are configuring a template for the 'Apply Leave' form, the default fields of that form will be listed along with the related fields of the Lookup form (for example, fields of the 'Employee' form). This helps you to quickly insert field values into the message box without having to spend much time.
How to insert field values in Templates?
Once you create a form record template, you can export it in a PDF format and save it for later use. Please follow the steps below to export the form record in PDF format.
Here's a simple use case that explains how the 'Record Template' can be used for your organization. Let's consider few employees are joining your organization. In such instance, you would need a printed document of a 'Welcome Letter' along with your Company Policy and Agreement. You might already have readymade templates. But, editing a template(employee name, email ID, emp ID etc.,) every time when someone joins the organization is not an easy job! Considering this, Zoho People has provided you a simple, easy and really helpful feature that would automatically fill in the field details of the form like employee name, company name, employee ID etc., All you need to do is just export the form record of a particular employee and print it. It's that easy!
Below is the sample record template for the 'Welcome Letter'.
The above image shows the template configuration and the template preview of the 'Welcome Letter'. Simply configure the Welcome Letter template using the 'Insert field values' option by adding the required fields like Logo, company name, address, phone number etc., and write in the template message. Once done, you will be able to use this template for individual employees and can export in PDF format as shown in the image below.