How to Work with Export Templates

Introduction

This article explains how to use, create, and manage export templates across the system. Export templates allow users to generate formatted printable or downloadable documents using predefined layouts. They are available wherever the export function is supported.

Target audience

• Administrator

Prerequisites

• Access to modules where export options are available
• Access to Administration > Printable templates (to manage templates)

Steps

1. Access Export Templates

1. Navigate to any section that supports exports (e.g., Tasks, Projects, Reports).
2. Click the Exports icon or option.
3. A list of available export templates will be shown.
4. Choose a template from the list by clicking on its name or the Preview and print button.

2. Use Template Export Options

Once inside the preview screen, you will see the export rendered in your selected template. From the top menu, you can:

• Print – Opens the print dialog (can use physical or virtual PDF printer)
• PDF – Save the export directly as a PDF file
• Save to documents – Store the exported document in the documents section of a chosen project
• Edit template – Modify the current template
• Copy template – Create a new template based on the current one
• Portrait/Landscape – Adjust paper orientation
• A4/A3 – Select paper size

3. Create a New Export Template

1. Click Create export template from the export dialog or go to Administration > Printable templates.
2. Fill in the basic information:
   • Name
   • Description
   • Author
   • Category
   • Page size and orientation
3. Use the WYSIWYG editor to design your template content.
4. Insert dynamic tokens (from the token list on the right) to include live data fields (e.g., task name, user name, project info).
5. Click Update to save the template.
6. Optionally click Add next page to create a multi-page layout.

4. Edit or Delete Existing Templates

• Go to Administration > Printable templates.
• Click Edit to change any template.
• Click Delete to remove it.

Results

• Users can export formatted content using saved templates.
• Templates can be reused, edited, or printed across supported modules.
• Output can be saved as PDF, printed, or stored within the system.

Troubleshooting

• Template not visible: Ensure the template is created under the correct category and available for the current module.
• Missing tokens: Check the token list on the right during editing to insert the correct dynamic data.
• PDF download fails: Try saving again or switch to the "Print" option and use a PDF printer.

Further reading

• Files Tab in General Settings (Explanation)
• How to Work with Exports (How-To)
• User Permissions and Roles (Explanation)