Lumiya PDF Document Manager

First published on: 10/03/2025/2:00 pm

User Guide

Overview

Introduction

This document provides an overview of the Lumiya PDF Document Manager, which allows output documents to be created from a Word template. 

If not created, the default system print formats will be used.

Once you are ready to use the PDF manager, you can enable it with the company setting “Using PDF document designer”, without which the default PDF formats will be generated by Lumiya.

PDF Print Templates

Admin > PDF Printing > Document Manager

The PDF print templates are managed from the PDF Document Manager screen.

Each PDF print template can be created or modified from here.

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, along with their status. 

Right-clicking allows actions to be performed on existing templates: reviewing the versions, copying to a new template, or deleting.

Create

At the top right, there is an option to ‘Add new template’ that lets you select a full new version or a similar one from the source template. 

Reset will cancel this creation.

This allows the same source template to be copied to another company, document/subtype, or language.

Revision

Selecting the new row will allow the new version to be seen.

Either right-clicking or double-clicking will open the designer for this version.

New Version

Lets you create a revision as a Major version (e.g., 2.0), or a Minor version (e.g., 1.1) to help with version control.

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.

(Note: This cannot be altered after the date has passed.)

Delete

Allows the revision to be deleted. 

Note: If deleted, a previous version will be used; if none are set, the default system version is active.

PDF Designer

After selecting ‘Revision’ and then Designer mode, you can first select the orientation and any margin changes, then choose a Word document to upload.

In the Word document, you must add each Lumiya field and formatting.

In the Instructions option, you can see which 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 the purchase order number, the Word document should contain #HEAD:PurchaseOrderNumber).

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 doc, then ‘Save’ to upload the template.

The option to ‘Commit’ will then allow the template to be applied and give others access.

Note: If a template exists, you can use the ‘Download’ option to obtain a copy to update. If a template is published, you can't update it until it’s unpublished.

After publishing as above, the document can be tested by printing from 'view all purchase orders'.

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