Document templates

Document templates determine what information should be shown on your documents, and how it should be displayed. Using a document template saves time, and is useful to keep the same look and content across multiple documents of the same type. In this article, we explain how to create a document template in Rentman.

Available for: Lite Classic Pro

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Document types

The document type determines where in the software you can use a document template, and which modules and blocks you can add. You can change a document type in the Template settings.

Here is a list of the document types, and where can you use them in Rentman:

  • Quotationcontract, invoice - in the Financial tab of a project.
  • Packing slip - in the General tab of a project.
  • Subhire slip - in the Subhire module.
  • Equipment slip - in the Equipment module.
  • Repair slip - in the Repair module.
  • Vehicle slip - in the Vehicles module.
  • Reminder - In the Invoice module.
  • Crew member note - In the Crew module.

Templates overview

  1. Go to the Configuration module > Customer communication > Document templates.

Overview.png

In this overview, you will find:

  • System templates
  • Templates that you've created yourself

Add a column to the overview

By default, the overview includes the columns Name, Country, Language, Hidden and System template with information about each template. Read the section Template settings to learn what these columns mean.

You can also add other columns to the overview.

System templates

Rentman offers useful and ready-to-use templates for each document type. These templates are designed for everyone to use, and can be found in the overview.

System templates are updated and maintained by Rentman. Therefore, it's not possible to edit their content directly. However, you can always duplicate a system template and edit that copy as desired. Read the section Create a template for instructions.

If a template has not been translated to your language yet, you can contact our support staff and ask the permission to translate it.

In the column System template, you can check whether a template is a system template.

Add template from template library

In the template library, you will find even more system templates that you can use. They are available in a range of languages, and can be added to your overview.

  1. In the overview, click the Template library button Template_library.png.
  2. Select the template(s) you want to add.
  3. Choose Add.

If you delete a system template from your overview, you can always get it back later by searching the library.

Create a template

You can create a new (empty) template clicking +Add in the Document templates overview. However, we recommend duplicating a system template and then editing it. This can save a lot of time, because you won't have to build your template from scratch.

Duplicate an existing template

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Select the template Select.png, and click the Duplicate button Duplicate_item.PNG.
  3. Enter a new name for this template.

    Naam.png

  4. Configure your Template settings, and add Blocks, modules or variables to your template.
  5. Save your template.

Add a new (empty) template

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Click +Add.
  3. Choose the right type of document for this template.

    Type.png
  4. Configure your Template settings, and add Blocks, modules or variables to your template.
  5. Save your template.

Template settings

When editing a template, you can configure its settings in the Widget sidebar on the right.

  1. Go to the Configuration module > Customer communication > Document templates.
  2. Double-click a template to edit it.
    To edit a system template, you first need to duplicate it.

 

For each template, you can configure the following:

Name
The name of this template.
Type
The type of document. Change it to have the right set of blocks and modules, and to change where you can use this template in the software.
Hidden
"Yes" means that you cannot choose this template for a new document.
"No" means this template is available when generating a new document.
Thin lines
Determines whether all lines should be 0,5 pixel or 1 pixel. Thinner lines can be chosen because it looks better, but these are not displayed in certain PDF viewers (including the default PDF viewer of Safari). Thicker lines of 1 pixel are displayed in all PDF viewers.
Language
The language of this template.
Country
The country settings of this template. This determines, for example, how dates are shown. In The Netherlands, dates are shown as 23-06-2018, and in Germany as 23.06.2018.  

Example template

At the top of the screen, you can choose an existing document to display as an example. This is useful to see what your template will look like with example information.

Example.png

Letterhead

At the top of the screen, you can choose a default letterhead for this template.

Letterhead.png

The letterhead is the background of your documents, and can contain your logo, company (mailing) information and any other (visual) elements your company uses in its communication.

You can always choose a different letterhead than the default one when generating a document.

Choose your default template

You can set default templates for documents (like quotations, contracts or invoices) for different project types. When creating a new project, choose a project type to apply the default templates.

When creating your document, you can always choose a different template than the default one.

Customize your document template

When you've created (or duplicated) your template, you can start customizing it. You do this by adding blocks, modules and variables.

Support

If you need additional help, you can contact our Support team directly.

Rentman also offers to create a document template for your company against an hourly rate. Contact our Support for more information.

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