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Defining Print Template

Business Purpose​

Defining print templates in the Admin Panel allows for standardization of documents generated in the organization, ensuring compliance with requirements (legal and internal) by managing them in one place. A properly prepared template enables quick and error-free document generation, which translates to work efficiency.

Business Benefits​

  • Faster case and process handling thanks to document generation automation.
  • Elimination of errors resulting from manual template updates.
  • Better control over document content and appearance.
  • Ability to track versions and change history of templates.
  • Compliance with organizational requirements.

Who should define templates?​

Creating and approving templates should be carried out by people responsible for business processes, e.g., system administrators, process owners, or people from the legal/operational department.

Usage Examples​

  • Generation of contracts, letters, confirmations, authorizations, annexes, etc.
  • Automatic document creation in customer service, sales, HR processes.

How to define a new document template​

  1. Log in to the Admin Panel at #/zarzadzaj-modulami/documents-generator.
  2. Click the Create document template button.
  3. Upload a file with the template and placeholders (variables to be substituted by the system).
  4. Enter the template name (required field).
  5. Define document data:
    • Document type (required)
    • Document code (required)
  6. Set template validity dates: from/to (optional).
  7. Use additional functionalities (optional):
    • QR Code generation (on/off switch)
    • QR Code placement definition (to choose)

After uploading the file, a template preview is visible.

A saved template with properly set data can be used in processes and case handling.

Best Practices​

  • Use clear and unambiguous template names that facilitate their identification.
  • Version templates to be able to track changes and return to previous versions if needed.
  • Test the template preview before approval to ensure all placeholders are handled correctly.
  • Regularly review and update templates according to changes in business processes or legal requirements.

Templates can also be created directly in MS Word using the dedicated TFP Word Plugin plugin, which allows preparing templates according to process definition and export to the system.