Document Templates List
How the Document Templates list works: System and custom templates, finding a template, default templates, previews, duplicating, restoring a System template and deleting.
Settings > Lists > Document Templates lists every template your business has: the documents you print and email, such as worksheets, invoices, quotes and letters, and the emails and text messages you send. The Document Templates tile on the Settings page opens it too. Only admins and owners can change templates.
System and Custom Templates
The list is in two groups, so you can tell the templates Work Planner gives you from the ones your business has made.
- System templates: The templates every business starts with, such as the default worksheet, invoice and quote, and the emails and texts Work Planner sends for you, such as the price rise, payment link, Direct Debit invite and invoice emails. You can edit, duplicate and restore them, but not delete them, as parts of Work Planner rely on them. Their description says so too.
- Custom templates: The templates your business has made: started from scratch, copied from a Basic, Ready-to-use or System template in the Create a template popup, made with Duplicate, or saved with Save as template. You can delete these.
- No custom templates yet: Custom templates says how to start one.
- Searching and filtering: A group with no matching templates is hidden until you clear the filters.
Finding a Template
- Search templates: The box on the right finds templates by their name or description.
- Show filters / Hide filters: Shows or hides the Document type and Editor filters under the search, as on the other lists.
- Document type: Shows only one kind: Worksheet, Invoice, Quote, Customer or Job.
- Editor: Shows only templates made in one editor: Drag and drop, Simple editor, HTML, Text message or Email message.
- Clear Filters: Appears while a filter is set, even with the filters hidden, and sets both back to all. The search stays as it is.
- Remembered: Your search, your filters and whether the filters are showing are kept for the next time you open the list in this browser.
- No templates match: When the search and filters leave nothing, Clear filters clears them all and shows everything again.
What Each Row Shows
- Thumbnail: A small picture of the design, filled in with example details and your own business details.
- Name: Click it to open the template’s details page.
- Tags: A coloured tag next to the name shows the document type: Worksheet, Invoice, Quote, Customer or Job. A Default tag marks the template used for that kind of document.
- The line under the name: The editor, the layout and when it was last edited. Text messages and emails show Text message or Email message and when they were last edited.
- Order: In each group, templates are listed by document type, with the default first and the rest by name.
The Buttons on Each Row
- Star: Set as default makes this the template Work Planner uses for its kind of document, in place of the current default. The default shows a filled star instead.
- Pencil: Edit design, or Edit message for a text message, opens the template in the editor it was made in.
- Three dots: The row’s menu, below.
The Row Menu
- Edit design or Edit message: The same as the pencil.
- Edit details: The details page, for the name, page size, layout and how the template is used.
- Preview: A larger preview of the saved design, with example details. Half and quarter page templates can show One copy or the Whole sheet. Unsaved changes in the editor don’t show here.
- Duplicate: Makes a copy named with (copy) after it, which stays on the list for you to change.
- Set as default: As the star.
- Restore System version: Only on templates your business was given, or copied from a System template. See below.
- Delete: Removes the template for good, after a check. It’s only offered on custom templates.
Restoring a System Version
Work Planner gives every business a set of System templates. Restore System version puts a template back to the latest System design, along with its page size, layout and whether it’s printed or emailed. Its name, description and default stay as they are, and any unsaved changes in the editor are cleared. The design it had before is kept in Version history, so you can go back to it; text messages don’t keep versions.
If you have more than one business selected, restoring a System template asks which businesses to restore it in, with all of them ticked to start with.
Templates started from scratch, from the Basic or Ready-to-use designs, or with Save as template don’t have a System version to go back to.
Creating a Template
Create Template, at the top, opens the Create a template popup, starting on the document type you’ve filtered to. See Creating a Document Template.
Related articles
- Creating a Document Template: Starting from scratch or from the gallery.
- Editing a Document Template: The details page behind each template.
- Drag and Drop Editor: Changing a template’s design.
- Text Message Editor: Changing a text message.
- Version History Popup: Going back to an earlier design.