Templates

Templates are blueprints for your documents that you can fill with variables, logic, and values from your Data Sets. There are two types of Templates available in Experlogix Documents: Word and PDF.

To access, create, and manage your templates, continue on to Templates View.

Templates View

Templates view is your place to:

Create new templates
View and Edit templates
Filter templates by Name or Description
Delete Templates
Reorder Templates displayed in a listing by column:

Column Name	Description
Name	Displays the name of the Template.
Description	Displays the optional Template description.
Type	Defines the type of Template.
Modified On	Displays the date and time when the Template was last modified.
Data Sets	Displays the Data Set(s) used for the Template.

To view more actions, select a template and click the ellipsis(⋯) to open the Actions menu :

Action	Description
Design	Opens the Design view for PDF templates, or downloads a Word template for the Template Designer.
Edit	Opens the Template Edit view, allowing you to update the Name and Description, manage associated Data Sets, review Template Languages, Template Dependencies, and Templates History, and adjust Templates.
Clone	Clones an existing template so you can quickly create a new one using its data. See Cloning a Template for more information.
Permissions	Allows users to add and remove groups and assign explicit permissions. For more information, go to Templates.
Delete	Deletes the template and its relationships permanently. This action does not delete data sets used for the template.

PDF Templates

The PDF Template Designer streamlines document automation by allowing users to upload and reuse existing PDF documents to create templates, significantly reducing the time and effort needed to build documents from scratch.

Create a PDF template: Upload a PDF document and open it as a Template within the PDF designer interface.

Design a PDF template: Map fields to corresponding Data Set fields, add logic to your PDF template.

Create a PDF template

In Experlogix Documents, PDF templates are created from AcroFormor static XFA PDF files uploaded into the system.

Use the following steps to create your PDF template:

In the Templates section, select Add New, then Fillable PDF Template from the dropdown menu.

Upload a PDF document.

PDF File Validation

Confirm that the document is a valid PDF AcroForm or a static XFA form.
Verify that the file size does not exceed 200 MB.
Ensure the file is not password-protected.

Select Template Language (for more information, see Template Languages). If only one language is available, the system will not prompt the user to select a language.

Choose one or more Data Sets

Add a Description.

Select Create.

At the Create PDF Template step, only the Template Name is mandatory; the PDF document, Data Set(s), and Language(s) can be added later.
When you click Create, if a PDF document has been uploaded, you'll be directed to the Design screen; otherwise, the Template Edit view will open.

Design a PDF template

Map fields and add logic to your PDF template in the Design screen.

Mapping is the process of binding individual fields in a PDF template to specific data fields in a data source, such as a Form field or an XML node.

This enables dynamic, data-driven content to replace static text in the generated document.

Users can access the Design screen in two ways:

For a new template:

Upload your PDF document in the Template view and get directed to the Design screen.

For an existing template:

In the Templates View, select the template you want to design.
Select the Actions menu (⋯) on the right and select Design from the dropdown.
Choose the Template Language (for more information, see Template Languages).
Select Design.

Access the Design screen within the Template Edit view by selecting the Design button.

Design Screen

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The Design screen allows you to:

Map your data into template fields: The PDF fields side panel lists detected form fields in the order they appear in the PDF document. Click a field in the PDF fields list to highlight it in the PDF document, or click a field in the PDF document to locate it in the list.

View Template fields: Use the filter to display all fields (default), or display only mapped or unmapped fields. Sort the PDF fields alphabetically, or keep the default sorting based on their order in the document.

View Data Sets: Filter data-set fields by names, and choose to show either display or schema names.

Zoom In or Out: Use the zoom controls in the toolbar at the top of the PDF viewer (–, +, or percentage dropdown) to adjust the template scale.

Download Template: Access the PDF document easily outside the Design screen, if needed.

Manage Data Sets: Add, or remove Data Sets used in your Template.

Replace PDF document: Replace the current document in the Design Screen by selecting Replace PDF from the ellipsis menu and uploading a new PDF document.

Preview Template: Preview how your changes will appear in the generated document using Samples from the Data set(s) associated with this template.

Publish Template: Publish the changes made to your template. The button becomes active whenever any changes are made in this view.

10.

Delete: This action will delete the PDF template language variant. Select the ellipsis menu (⋯) in the top right corner, and select Delete language from the list.

Removing a template language variant is permanent and cannot be undone.

Mapping the PDF template

Users map PDF fields to corresponding data set fields, enabling the template to retrieve the necessary data during document generation.

Create a mapping

Open your PDF template in the Design Screen.

If one or more Data Sets are associated with the template, the Data Sets view opens automatically.

Select the target PDF field for data mapping — either from the list of available PDF fields or directly within the PDF document. The fields get highlighted in both locations.

Select a Data Set field from the available Data Set(s): browse or filter the Data Set(s) to find the desired field.

Create the mapping by double-clicking the Data Set field or by using the Map button.

If a PDF field appears more than once in the document, the mapping applied to that field automatically applies to all of its occurrences.

Read-only fields cannot be mapped.

View Mappings

Once the mapping is successful, the mapping icon appears next to the mapped PDF field, indicating that the field has been successfully linked.

Removing a mapping from the PDF template:

Select the PDF field from which you want to remove the mapping.

Select the Unmap icon:

The PDF field is successfully unmapped from the Data Set field. The mapping icon is no longer displayed next to the PDF field.

Invalid mappings

Invalid mappings are mappings that no longer reference valid fields in the Data Set or the PDF document.

Mappings may become invalid if the associated Data Set is modified or if a new PDF document with a different structure is uploaded.

To ensure documents are generated correctly, review and update your mappings whenever you change the Data Set or update the PDF.

Preview the PDF Template

Preview acts like a proof of your document before it goes into production, giving you a quick, real-time look at how your mapped data will appear in the PDF. It lets you validate that each field is mapped correctly and that the output matches your expectations, helping catch mistakes early and ensuring the final document is accurate.

To create a preview, at least one Sample must be added for a Data Set linked to the Template. See Data Sets Samples Tab for instructions on adding Samples to Data Sets.

When there are no Data sets associated with the Template, the Preview button is unavailable and its tool-tip says “No data sets available.” See Design Screen and Data Sets for guidance on adding Data Sets to Templates.

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To trigger the preview from the Design Screen:

Select the Preview button.

In the pop-up window, select a Sample for each Data Set. Samples are listed alphabetically, by default, the first sample is preselected.

Confirm your choice by selecting Preview (or cancel if required).

The PDF document preview is opened in a new tab.

Cloning a Template

When cloning a template, the system reuses the data from an existing template, allowing you to make changes to craft a new template quickly.

Explicit permissions are not copied when a template is cloned.

All language variants are copied over to the new clone.

To begin cloning a template, do one of the following:

In the Templates view open the Actions menu (⋯) for the template you want to clone and select Clone.
In Template Edit view of the template, select Clone from the ellipsis menu (⋯) in the top-right corner.

Select the Clone button.

The Clone Template wizard displays.

By default, the system automatically reuses the name from the original template with a parenthetical increment (1).

In the Name field, enter a new name for your template.

In the Data Sets drop-down menu, select the data sets you wish to use.

(Optional)In the Description field, enter a description for your template.

Select the Clone button.

A success message displays "Template created", confirming the template's successful cloning.

The Overview page for the cloned template displays.

You've successfully cloned your template.

Deleting a Template

Deleting a template is permanent and can not be undone.

Users can delete templates in the Templates List view, via two different ways:

Select a Template you want to delete. This will activate the Delete button.

Select Delete from the Actions menu (⋯) on the right to the Template name.

When the user clicks Delete, a confirmation message appears.

Confirm the deletion by clicking Delete, or cancel the action by clicking Cancel.

See Deleting Template Language to learn how to delete language version(s) of Templates.

Editing a Template

The Template Edit view allows users to update the template name and description, organize template Data Sets, manage template languages and dependencies, review template history, and configure permissions. The Design button is also available in this view.

Accessing Template Edit view

Users can access the Edit view from the Templates View in two ways:

• By clicking on the name of the desired Template.

• By choosing Edit from the Actions menu (⋯) next to the template name.

Template Edit view

The view contains five sections that allow you to view and modify different properties:

Section name	Actions
Overview	Edit description, manage template's Data Sets
Languages	View the available language variants of your template, then select a language version to design or remove from your template.
Dependencies	Learn which items use your template (used by) and what it depends on. You can access dependencies from this section.
History	Identify when changes were made to a template, by template language variant, and determine who made each change. You can roll back to a previous template version and add or edit comments.
Permissions	Set up and manage explicit permissions for your template.

Template Overview

Users make edits to templates via the Template overview section. They can make the following changes from this view:

Change the template's description.
Modify the Data Set(s) associated with the template.

Select Save to apply your changes.

Template Languages

Experlogix Documents offers multi-language support, allowing users to create templates in various languages based on business needs and cultural considerations.

Language Configuration

The language must be added to your project within the project settings before templates in that language can be accessed.

To manage Project languages, go Project Settings and follow instructions for Project Settings Languages Tab

Accessing Template Languages

In the Templates View, select Edit from the Actions menu (⋯) or select the Template name.

Navigate to the Languages section of the Template Edit view

Managing Template Languages

The Languages section displays languages that have an associated template language variant.

In this section:

Delete an existing language version: Selecting a language will activate Delete button to remove the selected language version.

Create a new language version: Open the dropdown menu of the Design button and select one of the Available languages. This will direct you to the Design interface of the selected template. (PDF or Word)

Design an Active language version: Select Design from the Actions menu (⋯) next to the language name, or select it from the drop-down menu of the Design button.

Active languages: The language versions currently available for the template.

Available languages: The languages available in your project.

Deleting Template Language

Deleting the language is permanent and can not be undone.

In the Templates View, select Edit from the Actions menu (⋯) or click on the Template name.

Navigate to the Languages section of the Template Edit view

Select the languages you want to remove by checking their corresponding checkboxes, or click the ellipsis menu next to a single language and choose Delete..

For PDF Templates, it is also possible to remove Template language directly from the Design view:

Templates History

The Templates history provides a full accounting of all events related to a given template. Use this page to identify when changes were made and which user made them.

Accessing the Template History section:

In the Templates View, select Edit from the Actions menu (⋯) or select the Template name.

Navigate to the History section of the Template Edit view

There are two tabs in the History section: Versions and History:

Tab name	Description
Versions	Lists all available template versions, individually for each language variant. A new version is generated when the template content is updated or when a rollback to a previous template variant is performed.
History	Provides a list of all template changes, identifying who made each change and when it occurred.

Tab name

Description

Versions

Lists all available template versions, individually for each language variant.

A new version is generated when the template content is updated or when a rollback to a previous template variant is performed.

History

Provides a list of all template changes, identifying who made each change and when it occurred.

Template Dependencies

Dependencies represent links between different entities. The Template Dependencies section displays the items that use your template, as well as the items your template depends on.

For detailed information about Dependencies in Experlogix Documents, please refer to Dependencies

Accessing the Template Dependencies section

In the Templates View, select Edit from the Actions menu (⋯) or select the Template name.

Navigate to the Dependencies section of the Template Edit view

Template Permissions

Templates permissions enable you to set specific permissions for a particular template, overriding the template permissions defined in the Project settings.

Template permissions can be assigned to user groups, which must first be created at the Project level. To understand how permissions work across all types of items and how to manage them effectively, please see Permissions and Groups.

Managing template permissions is granted by default to the following system groups:

Project Owners
Administrators

Accessing the Template Permissions section

In the Templates View, select Edit from the Actions menu (⋯) or click on the Template name.

Navigate to the Permissions section of the Template Edit view

Setting Up Template Permissions

Example:

I would like to set specific permissions for the 'MVS invoice' template so that only certain users can access it.

To do this, I create a user group in Project Settings, add the required users, then go to the 'MVS invoice' template → Permissions, and assign the group.

From there, I can define what actions they can perform, such as view, edit, or delete, specifically for this template.

Click +Add button

Select a group of users for which you want to grant permissions for this Template. The group must already exist on the Project level.Permissions

Specify Template permissions (by default these settings are inherited from Project Permissions Settings), and click Save.

If a Template permission in Project Settings is set to Deny, it cannot be changed to Allow in the Template permissions within the Template Edit View.

Deny in the Project Settings always takes precedence over Allow at the template level.

After success message displays, you can find the group visible under Permissions in the Template Edit view.

Template permissions are not copied when the template is cloned.

Editing Template permissions

In the Template Edit view select Permissions:

Select a group.

From Actions menu (⋯) select Edit.

Removing Template permissions

In the Template Edit view select Permissions:

Select a group.

From Actions menu (⋯) select Remove (or just click the "- Remove" button above)