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Documentation Templates (Premium) Working with Templates – Step by Step

Working with Templates – Step by Step

Last updated: 2025-12-21

Working with Templates – Step by Step

Overview

This section provides practical workflows for using templates in daily operations. Each workflow combines PDF Design Templates, Content Templates (Premium), Rich Text Editor (Premium), and Section Layouts (Premium) for maximum efficiency.

Workflow 1: Creating Your First Styled Offer

Goal: Create a professional offer using PDF Design Template and basic customization.

Prerequisites:

  • Company branding configured (logo, colors)
  • Offer texts customized (optional)

Steps:

1. Create new offer

  • Go to: Quotes → Add New
  • Or click “New” button in offers list

2. Select PDF Design Template

  • At top of form, find “Design Template” dropdown
  • Basic users: Locked to “Default”
  • Premium users: Choose from 7 templates
  • Select template matching your client/industry
  • Preview updates instantly

3. Fill in customer information (Basic Info tab)

  • Customer name, address, contact details
  • Offer title/description
  • Validity period

4. Add pricing items (Pricing tab)

  • Enter product descriptions
  • Set quantities and prices
  • VAT auto-calculates

5. Add technical sections (Technical Sections tab)

  • Click “Add section”
  • Enter section title and content (bullet list)
  • Premium: Choose layout (half/full width)
  • Check/uncheck visibility

6. Add terms & conditions (Terms tab)

  • Payment terms
  • Premium: Use Rich Text Editor for formatting
  • Delivery time, warranty, notes
  • Bank account details

7. Add images (Images tab)

  • Upload or select from media library
  • Drag to reorder
  • Basic: Max 4 images
  • Premium: Unlimited

8. Preview offer

  • Right panel shows live preview
  • Template design applied
  • Check all sections render correctly

9. Save offer

  • Click “💾 Save” button
  • Offer number auto-generated
  • Template choice saved with offer

10. Generate PDF or share link

  • Click “Print/PDF” for PDF export
  • Or copy public link to share with client

Time: ~10-15 minutes for first offer

Workflow 2: Saving as Content Template (Premium)

Goal: Save offer configuration as reusable template.

Prerequisites:

  • Premium license active
  • Offer filled with data you want to reuse

Steps:

1. Prepare offer data

  • Create offer with standard/typical content
  • Include common pricing items
  • Add standard technical sections
  • Fill in typical payment terms
  • Don’t add: Customer-specific details, images

2. Locate template controls

  • Look at top of form (below PDF template selector)
  • Find “📁 Content Templates” section

3. Click “💾 Save as Template”

  • Dialog box appears
  • Prompt: “Enter template name”

4. Name your template

  • Use descriptive name
  • Examples:
    • “Standard Oak Staircase”
    • “Monthly Maintenance Package”
    • “Summer 2025 Promotion”

5. Confirm save

  • Click OK or press Enter
  • Success message: “Template saved successfully”
  • Template now appears in dropdown

6. Verify template saved

  • Reload page (optional)
  • Check “Load Template” dropdown
  • Your template should be listed

Time: ~1 minute

Workflow 3: Creating Offer from Content Template (Premium)

Goal: Use saved Content Template to create new offer quickly.

Prerequisites:

  • Premium license active
  • At least one Content Template saved

Steps:

1. Create new offer

  • Quotes → Add New
  • Form loads empty

2. Load template

  • Find “Load Template” dropdown at top
  • Click dropdown to see saved templates
  • Select desired template

3. Confirm if prompted

  • If current offer has unsaved data:
    • Warning: “Loading template will replace current data”
    • Click OK to proceed

4. Template loads

  • All fields populate instantly
  • Preview updates automatically
  • Success message appears

5. Customize for client

  • Update customer information (name, address)
  • Adjust prices if needed
  • Modify quantities
  • Add images (templates don’t save images)
  • Generate new offer number (auto-generated on save)

6. Review and save

  • Check all sections
  • Verify pricing calculations
  • Click “💾 Save”

7. Send to client

  • Export PDF or share public link

Time: ~2-3 minutes (vs. 15 minutes manual entry)

Workflow 4: Switching PDF Design Templates

Goal: Change visual appearance of existing offer.

Prerequisites:

  • Premium license (to access all templates)
  • Existing offer open

Steps:

1. Open offer

  • Go to: Quotes → All Quotes
  • Click offer title to edit

2. Locate template selector

  • At very top of form
  • Shows current template selection

3. Click dropdown

  • See list of all templates
  • Basic: Only “Default” (others locked)
  • Premium: All 7 templates available

4. Select new template

  • Click desired template name
  • Preview updates instantly (no save required)

5. Review changes

  • Check right panel preview
  • Verify logo visibility (especially on dark backgrounds)
  • Confirm colors look good
  • Check section layouts render correctly

6. Save if satisfied

  • Click “💾 Save” to keep new template
  • Or select different template to keep trying

7. Export PDF

  • Click “Print/PDF”
  • New template design applied to PDF

Notes:

  • Template change is cosmetic only (content unchanged)
  • Can switch templates unlimited times
  • Each offer remembers its template choice

Time: ~30 seconds

Workflow 5: Using Rich Text Editor (Premium)

Goal: Format offer text with bold, lists, headers, etc.

Prerequisites:

  • Premium license active
  • Rich Text Editor loaded (toolbar visible)

Steps:

1. Locate rich text field

  • Supported fields:
    • Offer Description (Basic Info tab)
    • Payment Terms (Terms tab)
    • Bank Details (Terms tab)
    • Delivery Time (Terms tab)
    • Warranty (Terms tab)
    • Notes (Terms tab)

2. Wait for editor to load

  • Page loads → ~1 second delay
  • Toolbar appears above textarea
  • Buttons: [B] [I] [U] [•] [1.] [H▼] [🔗] [🧹]

3. Type or paste content

  • Click in editor area
  • Type normally
  • Or paste text from another source

4. Apply formatting

Bold text:

  • Select text
  • Click [B] button
  • Or use Ctrl+B (Windows) / Cmd+B (Mac)

Italic text:

  • Select text
  • Click [I] button
  • Or use Ctrl+I / Cmd+I

Bullet list:

  • Place cursor at line start
  • Click [•] button
  • Type list item, press Enter for next

Numbered list:

  • Place cursor at line start
  • Click [1.] button
  • Type list item, press Enter for next

Headers:

  • Select text or place cursor
  • Click [H▼] dropdown
  • Choose H1, H2, H3, or Normal

Links:

  • Select text to link
  • Click [🔗] button
  • Enter URL in dialog
  • Click OK

5. Preview formatted text

  • Right panel shows formatted version
  • Bold appears bold
  • Lists appear as bullets/numbers
  • Headers show larger text

6. Save offer

  • Formatting saved as HTML
  • Appears formatted in preview and PDF

Time: Same as plain text typing + formatting (~1 minute extra)

Workflow 6: Organizing Section Layouts (Premium)

Goal: Create balanced 2-column layout with technical sections.

Prerequisites:

  • Premium license active
  • At least 2 technical sections created

Steps:

1. Go to Technical Sections tab

  • Open offer or create new
  • Click “Technical Sections” tab

2. Add multiple sections

  • Click “Add section” 4-6 times
  • Fill in titles and content for each

3. Decide layout strategy

  • Short sections (3-5 bullets): Half width
  • Long sections (6+ bullets): Full width
  • Pair similar lengths: Both half width

4. Set first section layout

  • Expand first section
  • Find “Display width” dropdown
  • Select “50% width (2 columns)”

5. Set second section layout

  • Expand second section
  • Select “50% width (2 columns)”
  • Result: Sections 1 and 2 appear side-by-side

6. Set third section layout

  • If section 3 is long/detailed
  • Select “100% width (1 column)”
  • Result: Section 3 appears full-width (breaks column flow)

7. Continue with remaining sections

  • Sections 4 and 5: Half width (new column pair)
  • Section 6: Full width (if important)

8. Preview layout

  • Right panel shows column arrangement
  • Check visual balance
  • Adjust if sections look uneven

9. Save offer

  • Layout choices saved per section

Example Result:

[Section 1: Half] [Section 2: Half]  ← Row 1
[Section 3: Full Width]              ← Row 2
[Section 4: Half] [Section 5: Half]  ← Row 3
[Section 6: Full Width]              ← Row 4

Time: ~2-3 minutes for 6 sections

Workflow 7: Complete Premium Workflow

Goal: Use all Premium features together for maximum efficiency.

Prerequisites:

  • Premium license active
  • Content Template already saved
  • Company branding configured

Steps:

1. Start with Content Template

  • New offer → Load Template dropdown
  • Select: “Standard Oak Staircase”
  • All fields pre-filled instantly

2. Select Premium PDF Template

  • Template selector at top
  • Choose: “Elegant” (for high-end client)
  • Preview updates with elegant design

3. Customize for client

  • Update customer name: “Mr. Anderson”
  • Update address
  • Adjust pricing: Add 10% VIP discount
  • Keep technical sections (already loaded from template)

4. Format with Rich Text Editor

  • Go to Payment Terms field
  • Make “50% deposit” bold
  • Add bullet list for payment schedule
  • Use H2 header for “Payment Schedule”

5. Optimize section layouts

  • Go to Technical Sections tab
  • Sections 1-2 (Materials, Colors): Half width
  • Section 3 (Installation): Full width (detailed)
  • Sections 4-5 (Warranty, Maintenance): Half width

6. Add project images

  • Upload 8 photos (Premium = unlimited)
  • Drag to reorder
  • First image = hero image

7. Final review

  • Preview shows:
    • ✅ Elegant template design
    • ✅ Company logo and colors
    • ✅ Formatted payment terms
    • ✅ Balanced 2-column sections
    • ✅ Image gallery

8. Save and share

  • Click “💾 Save”
  • Copy public link
  • Send to Mr. Anderson

Time: ~3-4 minutes (vs. 15-20 minutes without templates)

Time Saved: ~12-16 minutes per offer

Workflow 8: Updating Content Template (Premium)

Goal: Modify saved template with new pricing or content.

Prerequisites:

  • Premium license active
  • Template to update exists

Steps:

1. Load template to edit

  • Create new offer OR open existing
  • Load Template dropdown
  • Select template to update

2. Make changes

  • Update prices (e.g., 2025 price increase)
  • Modify payment terms
  • Update technical sections
  • Adjust any content

3. Click “✏️ Update Template”

  • Button appears at top (after loading template)
  • Click button
  • Dialog: “Update which template?”

4. Select template

  • Dropdown shows all your templates
  • Select the template you just loaded
  • Confirm update

5. Verify update

  • Success message appears
  • Load template again to verify changes
  • Check all fields updated correctly

Important:

  • Updating template doesn’t change existing offers
  • Only affects future uses of template
  • Old offers remain unchanged

Time: ~2-3 minutes

Workflow 9: Multi-Template Strategy (Premium)

Goal: Use different templates for different client types.

Setup:

1. Create Content Templates by category

  • Save template: “Standard Client – Budget”
  • Save template: “Standard Client – Premium”
  • Save template: “VIP Client – Special Rate”
  • Save template: “Corporate Client – Volume”

2. Choose PDF Templates by client type

  • Budget clients: Default or Minimal template
  • Standard clients: Modern Blue or Business
  • VIP clients: Elegant or Professional
  • Creative clients: Creative template

Daily Workflow:

1. Identify client type

  • Budget, standard, VIP, or corporate?

2. Load appropriate Content Template

  • Load Template → Select matching template

3. Select appropriate PDF Template

  • Template selector → Choose matching design

4. Customize

  • Update customer details
  • Adjust if needed
  • Add images

5. Save and send

Result:

  • Consistent pricing by client tier
  • Professional appearance matching client expectations
  • Faster workflow with pre-configured templates

Time: ~2-3 minutes per offer (after initial template setup)

Common Workflows Summary

Workflow Time Best For Features Used
Basic Styled Offer 10-15 min First-time users, simple offers PDF Template only
Save Content Template 1 min Creating reusable structures Content Templates (Premium)
Load & Customize 2-3 min Daily offer creation Content Templates (Premium)
Switch Templates 30 sec Testing designs, client preferences PDF Templates (Premium)
Rich Text Formatting +1 min Professional text presentation Rich Text Editor (Premium)
Layout Optimization 2-3 min Visual balance, space efficiency Section Layouts (Premium)
Complete Premium 3-4 min Maximum efficiency, best appearance All Premium features
Update Template 2-3 min Price updates, content changes Content Templates (Premium)
Multi-Template Strategy 2-3 min Different client tiers Content + PDF Templates (Premium)

Tips for Efficient Workflows

DO:

  • ✅ Setup once: Configure branding and templates before creating many offers
  • ✅ Name templates clearly: Use descriptive names for easy selection
  • ✅ Save variations: Create templates for common scenarios
  • ✅ Test templates: Try all PDF templates to find favorites
  • ✅ Use keyboard shortcuts: Ctrl+S to save, Ctrl+B for bold, etc.
  • ✅ Preview before saving: Always check right panel preview
  • ✅ Standardize content: Use same payment terms, warranties across similar offers

DON’T:

  • ❌ Skip template setup (saves time later)
  • ❌ Create too many content templates (confusing)
  • ❌ Forget to update customer info after loading template
  • ❌ Save customer-specific data in templates
  • ❌ Change PDF template after sharing link (link shows saved template)

Keyboard Shortcuts

Basic Navigation:

  • Ctrl+S / Cmd+S: Save offer
  • Tab: Move to next field
  • Shift+Tab: Move to previous field

Rich Text Editor (Premium):

  • Ctrl+B / Cmd+B: Bold
  • Ctrl+I / Cmd+I: Italic
  • Ctrl+U / Cmd+U: Underline
  • Ctrl+K / Cmd+K: Insert link
  • Ctrl+Z / Cmd+Z: Undo
  • Ctrl+Y / Cmd+Y: Redo

Browser:

  • Ctrl+P / Cmd+P: Print/PDF (when focused on preview)
  • F5 / Cmd+R: Refresh page
  • Ctrl+F / Cmd+F: Find on page

Troubleshooting Workflows

Issue: Template doesn’t load

  • Check Premium license active
  • Refresh page (F5)
  • Verify template exists in dropdown

Issue: Changes not saving

  • Click “💾 Save” button explicitly
  • Check for error messages
  • Verify required fields filled

Issue: Preview not updating

  • Refresh page
  • Check JavaScript console (F12)
  • Try different browser

Issue: PDF looks different from preview

  • Clear browser cache
  • Try different browser
  • Check print preview first

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