iDocuments PDF Document Manager - V6
First published on: 10/03/2025/2:00 pm
User Guide
Overview
Introduction
This document provides an overview of the iDocuments PDF Document Manager, which allows output documents to be created from a word template. If not created, then the default system print formats will be used.
Once you are ready to use the PDF manager, you can enable with the company setting “Using PDF document designer”, without which the default PDF formats will be generated by iDocuments.
PDF Print Templates
Admin>PDF Printing>Document Manager
The PDF print templates are managed from the PDF Document Manager screen.
Each of the PDF print templates can be created or modified from here.
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A template can be created for the logged-in company for one of the relevant document types, which are:
- Expense
- Goods Return Note
- Purchase Contracts
- Purchase Order
- Sales Invoice
- Sales Order
A subtype can also be used where the template needs to be differentiated.
- Service
- Item
- Item No Quantity
- Service No Quantity
An additional differentiation can also be made by language.
On the left side of the pane are the document types and subtypes that have already been created and their status. The right click allows for actions that can be carried out for existing templates. Reviewing the versions, copying to a new template or deleting.
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Create
At the top right there is an option to ‘Add new template’ which allows for a full new version to be selected, or a similar from the source template that was selected. Reset will cancel this creation.
This allows the same source template to be copied to another company, document/subtype, or language.
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Revision
Selecting the new row will allow the new version to be seen.
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From the right click option, or double click, the designer will be accessed for this version.
New Version
Gives you an option to create a revision as a Major version e.g., 2.0 or a Minor version e.g., 1.1 to help with version control.
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Publish
This allows you to make the template for the current live version and gives you the option to set a date from when you want the changes to take place, which cannot be altered after the date has passed.
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Delete
Allows the revision to be deleted. Note: if deleted, then a previous version will then be used, or if none are set, then the default system version is active.
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PDF Designer
After selecting the ‘Revision’ and then Designer mode you can first select the orientation and any margin changes and then choose a word document to upload.
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In the word document you will create, each iDocuments field, along with any formatting, must be added
In the Instructions option, you can find details of what fields are available for the template by selecting the system fields that you want to be shown on the output document, e.g. if you want to show the field for Purchase Order Number, the Word document should contain #HEAD:PurchaseOrderNumber
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Once your Word document is created, you can then upload it to the site to use as your template.
Select the browse button or drag and drop your word and then ‘Save’ to upload the template. The option to ‘Commit’ will then allow the template to be applied and others to access.
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Note: if a template exists, you can use the ‘Download’ option to obtain a copy to update. If a template is published, then you can no longer update until it’s unpublished.
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After publishing as above, then the document can be tested by printing from view all purchase orders.
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Last modified: 12/16/2025/2:51 pm |