Other Actions - PDF Templates

Apart from the customizations available in individual tabs, you can also customize the overall template for the selected category. In this page, let’s take a look at how overall template customization works in Zoho ERP.

Configure Export File Name

Prerequisite: Available in Quotes, Invoices, and Custom Modules categories.

Zoho ERP allows you to customize the file names of the PDFs you create through this option. You can do this by using the pre-defined names or by inserting the placeholders. To configure export file’s name:

Go to Settings and select PDF Templates under Customization.
In the Templates pane, select the category for which you want to configure the export file name and click Configure Export File Name in the top-right corner.
In the pop-up that opens, enter a suitable File Name. You can preview how the file name will appear below the field.
Other Options:
1. To use a predefined file name, click Select From Pre-Defined Names, choose an option from the list, and click Use This.
2. To create a custom file name, click Insert Placeholders and select the required placeholders to add them to the File Name field.
Once you’ve configure the file name, click Save.

Select Color Theme

Note: Available in Standard, Premium and Universal styles.

You can personalize the colors in their document templates by selecting from a variety of available color themes. To choose a color theme for your template:

Go to Settings and select PDF Templates under Customization.
In the Templates pane, select the category you want to customize.
Click + New in the top-right corner to create a new template, or hover over an existing template and click Edit to customize the template.
In the Edit page, click the Select Color Theme dropdown at the top of the page, and select the color theme for your template.
Click Save.

Preview Templates

The Preview option lets you see how your templates will appear before you send them to your customers or vendors. To preview a template:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category.
Hover over the template you want to preview and click the Settings icon to view more options.
Click Preview.

Pro tip: You can choose to print the previewed PDF template by clicking the Print icon in the top-right corner.

Set As Default

Default templates under each category will have the Star icon in the bottom-left corner of the template. If you’ve customized and created a new template, you can set that as the default template for that module’s PDFs. To change the default template:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category.
Hover over the template for which you want to change the default template and click the Settings icon to view more options.
Click Set As Default.

Use This Template For:

If you have a preferred template in one category, this option allows you to reuse the same template for other categories instead of creating or editing a new one from scratch. This helps maintain a consistent look and format across different documents. To do this:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category that contains the template you want to reuse.
Hover over the template and click the Settings icon to view more options.
Click Use This Template For and then select the category that you want to apply this to.

Clone Templates

Note: This option is not available for Custom Modules category or for templates that use Universal > Basic style.

Cloning templates simplifies the process of creating a new template, making it quicker and ensuring that all the basic customizations are carried over to the new template. In Zoho ERP, if you’ve customized a template for one category, you can clone that template and use it in another category. To do this:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category that contains the template you want to clone.
Hover over the template and click the Settings icon to view more options.
Click Clone and give the cloned template a name under General > Template Name in the Edit Template page.

Mark as Inactive

Prerequisite: You cannot mark a default template as inactive. Set another template as the default before proceeding.

If a template is no longer required or has been discontinued, you can mark it as inactive. Inactive templates cannot be used for transactions, but they can be reactivated later if needed. To mark a template as inactive:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category that contains the template you want to mark as inactive.
Hover over the template and click the Settings icon.
Click Mark as Inactive.

Mark as Active

Templates that were previously marked as inactive can be reactivated when you want to use them again. To mark a template as active:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category that contains the template you want to mark as active.
Hover over the template and click the Settings icon to view more options.
Click Mark as Active.

Delete

If a template is no longer required in your organization, you can delete it permanently.

Prerequisite: * You cannot delete a default template. Set another template as the default before deleting it.

You cannot delete a template that is associated with any customer, vendor, or transaction. Assign a different template before proceeding.

To delete a template:

Go to Settings and click PDF Templates under Customization.
In the Templates pane, select the category that contains the template you want to delete.
Hover over the template and click the Settings icon to view more options.
Click Delete and click OK in the pop-up that appears to confirm the action.