A custom print template cannot be used for printing documents until you make it available for use.
Before you begin
Before using this article, you should have followed the instructions in either (or both) of the two previous articles:
- Choose a print template to work with - get a template to customise or use unmodified
- Customise a print template - modify the branding, layout and content, as required
The template must be listed on the Templates tab
To make a template available for use, you need to first ensure that the template is listed on the > Settings > Custom Print Templates > Templates tab.
This requirement applies to both:
- sample templates (that you are using unmodified), and to
- custom print templates that are based on sample templates, or have been developed from scratch.
Once a template is shown on the Templates tab (the template must also be flagged as Active - see below), it becomes available in the Template drop-down list on the print options screen. You can then select it to use when you print invoices, quotes or estimates, purchase orders, job briefs, and statements.
Invoice templates are available only on the Print Invoice screen, purchase order templates on the Print Purchase Order screen, and so on.
Make a custom template available
To make a custom template available for use:
- On the toolbar click the Settings
icon.
- On the menu, select the Custom Print Templates section.
- On the Templates tab, click + Create New Template.
-
On the New Custom Print Templates screen, provide the following information, as required.
Field Description Template Type Select the template type that matches the sample template you have been working with. Name The name that you wish to use for the new template. This name will appear in the list of available templates in the Template drop-down list on the print screen for each of the corresponding template types (but see Active below). Description Descriptive notes about the template. These notes are displayed only on the edit template page ( Active If the Active checkbox is selected, the template name appears in the list of available templates shown on the print screen. Date Format The date format (including dd/mm/yy and mm/dd/yy) to display in the printed document. - Select one or more of the following options, as required (template types that support each option are shown in brackets: Quote/Estimate, Purchase Order, Job Brief, INVoice):
- Remove heading row from empty tables (Q/E, PO, JB, INV) – Select this option if you do not wish the Heading, Description, Quantity, Rate and Amount heading to appear when there aren't any costs or tasks.
-
Group similar tasks into a single line item (Q/E, PO, INV) – Select this option if you have tasks with labels In tasks, a label allows you to use the same task multiple times. The label is automatically appended to the task name. For example, in a specific job, designs are required for a brochure, flyer and a handbook. So, a label can be used to identify the Design task for each item: "Design - Brochure", "Design - Flyer" and "Design - Handbook". on your quote/invoice, but only wish the client to see the grouped value. For example, you might have Design - Business Cards and Design - Logo as two separate items, but when you print the quote/invoice you want these grouped together so that it just displays Design with the overall total cost.
Tasks cannot be grouped when printing time sheet items.
- Group similar costs into a single line item (PO, INV) – Select this option if you have several of the same cost items added to a purchase order or invoice, but only wish the client to see the grouped value. For example, you have costs for 10 couriers on a job in one month, but on the invoice you only want to show a single Courier line item with the overall total cost.
- Only print Billable Costs (JB only) – Select this option to prevent unbillable costs being included in a job brief.
- Print 'TBC' for zero value task, cost and option line items (Q/E only) – Select this option to have zero cost values replaced by TBC. Useful when you don't know a cost and have simply entered a zero amount.
-
Timesheets (INV only) – Select the amount and type of timesheet information to print with an invoice. The options are:
- None – no timesheets are printed on the invoice (this is the default)
- All – all individual timesheets are printed
- Task/Staff – timesheets are summarised by task, then staff
- Task/Date/Staff – timesheets are summarised by task, date then staff.
- Click to upload or drag and drop to select the custom .docx template file that you wish to upload to .
- Save your changes. The selected template file is uploaded with the chosen options applied.
Error messages during upload
If you get the error message 'Something went wrong...' or 'The page you requested is not available.' when uploading a custom print template, you should contact support and invite them into your account:
- Click the Contact us icon (at the bottom right of the screen), and ask MAX to raise a ticket about a custom template error message.
- Let them know the name of the custom print template you are getting the error message for.
- Suggest a suitable quote or invoice number for support to use for testing the template.
- Select the Permission... checkbox to confirm that the support team can access your account.
Troubleshooting
"I press Generate, but nothing happens, or I get an error"
If you encounter an error like the screenshot below:
Please follow the steps below:
To ensure that the "Always download PDF files" option is disabled in your Microsoft Edge browser. You can do this by following the steps below:
Select the three dots in the top-right corner of Edge and choose Settings.
Navigate to Privacy, search, and services > Site permissions > All permissions > PDF documents.
Toggle Always download PDF files to Off.
Alternatively, you can search for PDF directly in the Settings search bar to access this option more quickly.
Once this setting is turned off, please refresh your WorkflowMAX page or restart your browser, then try generating the invoice again to see if the issue is resolved.