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Document Templates

This guide explains the document templates of MyCloudBook: how the PDF documents get their design, how to add a template from the gallery or from a file, and how to choose the default template of a document type.

Overview

MyCloudBook creates the printed documents, such as invoices and receipts, as Portable Document Format (PDF) files. Each PDF is built from a template: a page in HyperText Markup Language (HTML) with the design of the document and placeholders for the data. MyCloudBook offers a gallery of ready templates. A company can add templates to its own list, from the gallery or from its own HTML file. It can also choose a default template for each document type.

When MyCloudBook prints a document, it uses the first template of this order:

  1. the template that is chosen in the Template field of the document;
  2. the default template of the company for the document type;
  3. the standard template of MyCloudBook for the document type, which is marked DEFAULT in the gallery.

A company without templates of its own prints every document with the standard templates.

How to open the window

  1. In the top bar, click Settings. The button is between the name of the company and the name of the user.
  2. In the menu, click Document Templates.

The Settings menu is shown to the users with the Admin role. The other users do not see the menu.

The Settings menu in the top bar of MyCloudBook with the item Document Templates marked.
Figure 1. The Settings menu.
  1. 1Settings. Opens the menu of the company settings.
  2. 2Document Templates.

The Document Templates window

The window shows the templates of the company for one document type. The type Sales Invoice is selected when the window opens. The example company has no template of its own yet.

The Document Templates window with the document type Sales Invoice and no company template.
Figure 2. The Document Templates window.
  1. 1Document Type. The type of the templates in the list.
  2. 2Add From Gallery. Adds templates of the gallery for the selected type.
  3. 3Add From File. Adds a template from an HTML file for the selected type.
  4. 4The templates of the company for the type. The list is empty in the example.
The Document Type list with the groups Customers Related, Supplier Related, and Reports.
Figure 3. The Document Type list.
  1. 1Document Type.
  2. 2The document types in three groups.
GroupDocument types
Customers RelatedSales Invoice, Sales Receipt, Estimate, Sales Order, Receipt Voucher, Refund Voucher, and Customer Statement.
Supplier RelatedBill, Expense, and Purchase Order.
ReportsSales Tax Liability (Report).

The templates of the company

The window lists the templates of the company for the selected type. Each card shows a picture of the first page and the name. The default template of the type has the label DEFAULT.

The Document Templates window with the company template Invoice-Modern-Blue.
Figure 8. A template of the company.
  1. 1The template, with a picture of the first page.
  2. 2The name of the template.
  3. 3The actions of the template.
The actions menu of a company template with PDF Preview, Download, Set as Default, Rename, and Delete.
Figure 9. The actions of a company template.
  1. 1PDF Preview. Shows the template as a PDF with sample data.
  2. 2Download. Downloads the HTML file. The file name starts with the document type, for example Invoice-Invoice-Modern-Blue.html.
  3. 3Set as Default. Makes the template the default of its type. Disabled for the default template.
  4. 4Rename. Changes the name of the template.
  5. 5Delete. Deletes the template after a question.
ActionEffect
Set as DefaultThe template prints every document of its type that has no template of its own. The previous default template of the type loses its label.
RenameThe new name must differ from the names of the other templates of the same type. The design of the template does not change.
DeleteThe template leaves the list. When the default template is deleted, the documents of the type use the standard template of MyCloudBook.
The Rename Document Template box with the field for the new name of Invoice-Modern-Blue.
Figure 10. The rename box.
  1. 1The question with the current name.
  2. 2The new name. It starts with the current name.
  3. 3OK. Saves the new name.
  4. 4Cancel. Keeps the current name.
The question Are you sure you want to delete the Document Template: Invoice-Modern-Blue.
Figure 11. The question before the delete.
  1. 1The question with the name of the template.
  2. 2Yes. Deletes the template.
  3. 3No. Keeps the template.

Adding a template from a file

A company can also upload its own design as an HTML file. The simplest way is to download a template of the gallery and to change its design in an HTML editor. Keep its placeholders in braces, for example {company-name} or {document-no}. MyCloudBook replaces the placeholders with the data of the document.

  1. Select the Document Type of the template.
  2. Click Add From File.
  3. Click the button of Template File (*.html) and choose the file. When the name field is empty, MyCloudBook fills it from the file name.
  4. Check the Template Name and click Upload.
The Add Template From File window for the type Sales Invoice with the fields Template Name and Template File.
Figure 12. The Add Template From File window.
  1. 1Template Name. Required.
  2. 2Template File (*.html). Required. HTML files only, up to 1 MB.
  3. 3Upload. Adds the template for the selected type.
  4. 4Cancel.
FieldRequiredPurpose and rules
Template NameRequiredUp to 50 characters. The name must differ from the names of the other templates of the same document type.
Template File (*.html)RequiredA file with the extension .html or .htm, up to 1 MB.

The template of a document

The documents of the sales and the expenses have a Template field next to Print Preview. The list holds the templates of the company for the type of the document. When the field is empty, MyCloudBook uses the default template. See Invoices and Receipts.

Invoice 14 with the Template list open and the company template Invoice-Modern-Blue.
Figure 13. The Template field of an invoice.
  1. 1Template.
  2. 2The invoice templates of the company.

Messages and their meaning

MessageCauseWhat to do
Please select at least one template to add to your company templates.No template of the gallery is selected.Click one or more templates, then Add to My Templates.
Templates added successfully.The selected templates were added.No action is needed.
Document Template 'X' Set as Default successfully.The template is the default of its type now.No action is needed.
Template name cannot be empty.The rename box is empty.Type a name.
A template with name 'X' already exists for this document type.Another template of the type has the name.Use another name.
Please select an HTML template file.No file was chosen.Choose the HTML file.
Template File must be an .html file.The file is not an HTML file.Choose a file with the extension .html or .htm.
Template File can not be larger than 1 MB.The file is too large.Make the file smaller, for example with smaller pictures.
Some fields are not valid!A required field is empty or a value has the wrong form. The field is marked in red.Fill in the marked field, then save again.

Questions and answers

Which template does MyCloudBook use to print a document?

The template that is chosen on the document. When none is chosen, the default template of the company for the type. When the company has no default, the standard template of MyCloudBook.

How do I change the design of my invoices?

Open Settings, Document Templates, select Sales Invoice, click Add From Gallery, select a template, and add it. Then open its menu and click Set as Default.

Can I use my own design?

Yes. Download a template of the gallery, change it in an HTML editor, keep the placeholders in braces, and upload it with Add From File. The file can be up to 1 MB.

Which data does the preview of a template show?

The preview uses the same sample data for every company. A printed document shows the data of the company and of the document.

Can MyCloudBook design a template for my company?

Yes. Click Request Custom Template in the gallery and describe the design in the support window.