Document Designer is an HTML page editor that allows you to create customized A4 documents. When you initially open the Document Designer module, the left-hand navigation menu displays options grouped into five primary categories. Each category features its own dedicated guide detailing its setup and features.

Document Categories

• AutoQuote: In addition to the standard AutoQuote template located in the Standard Forms section, any number of custom AutoQuote templates can be designed depending on what you are quoting for.
• Templates: All menu entries ending with the word Template are documents used within site and company records (for example, when creating a manually constructed service quote or general document where you wish to use a custom layout rather than the standard form).
• Job Tickets: Each of the 21 top-level Job Tickets has its own custom-designed form.
• Standard Forms: Contains options to upload your company stationery and all default standard forms used by the system (Invoices, Credit Notes, Purchase Orders, etc.).
• Job Category: Allows each Job Ticket design to be split into multiple specialized sub-designs.

Document Designer Basic Principles

In this guide we cover the basic principles of how the designer works using the Invoice template as an example. Navigate to:
Settings > Document Designer > Standard Forms > Invoice

The General Preview shows an example of how the form will look. To view the final PDF as it will appear in live production, click Preview PDF to produce an exact-scale preview document.

Canvas Style

This determines the initial background layout of your PDF:

• None: The document will include only the details entered directly in the editor. Company stationery is not used as a background (our standard Job Ticket designs default to this option, which you can modify if desired).
• Letter Head: Most templates use this option. The Invoice example automatically includes your pre-uploaded company letterhead (with address, logo, etc.) as the background. Updating your letterhead in one place automatically updates all linked templates.
• Custom: Allows you to upload a dedicated PDF background that applies solely to the document you are currently working on.

Click Upload PDF to browse your local computer for an appropriate PDF file. A green Done label indicates a custom document already exists. A red To Do! label indicates no file is uploaded. You do not need to upload a custom template if you are using the Letter Head option.

Active Switch

The Active toggle makes the document available for production use across the system. While creating or adjusting a design, you can switch this toggle Off so that incomplete designs are not accidentally generated by staff.

Page Setup

All PDFs created in Workforce Manager are sized for A4. You can configure outer page margins (top, bottom, left, right) to allow space for pre-printed letterhead headers and footers. In our example, a top margin of 65mm ensures your body content starts below the letterhead logo and header details.

Revision History

The History panel stores up to 20 timestamped revisions. If you make mistakes that cannot be resolved with the "Undo" button, simply click any earlier historical revision entry to restore your layout to that specific point in time.

Editing the Document

Click the Edit button to open the document in full edit mode:

Edit mode allows you to type directly into the template canvas. When opening a brand new template for the first time, Workforce Manager automatically includes foundational tags (such as recipient address and document reference tags) to give you a head start.

Document Revision (Doc Rev)

This represents your document version number. For ISO9000 quality standards, documents frequently require a revision reference printed in the footer. To insert this dynamically, place the hashtag #DocumentRevision# anywhere within your design.

System #HashTags#

Workforce Manager uses #HashTags# within document designs to dynamically swap in live database records upon generation. For example, #InvoiceNo# is automatically replaced by the live invoice number when produced from a Site or Company record.

Tags are divided into Standard Tags (universal fields common across all templates) and Custom Tags (specific only to the current document type).

Uploading Images

To add imagery (such as company logos or certifications), click the Image Upload button at the bottom of the right-hand menu to open the upload dialog:

You can drag and drop image files directly into the drop zone, or click Upload a file to select them from your computer.

Once uploaded, your images will appear in the panel list ready to be used:

Drag and drop the image directly onto your document canvas. Depending on image resolution, very high-resolution images may initially fill the entire screen:

Resizing Images

To scale an oversized image down to its proper display dimensions:

1. Double-click the image (or right-click and choose Image Properties).

2. Click into the Width field and enter a suitable pixel value (for example, 300 pixels).
3. Leave the Height field blank; the aspect ratio lock will automatically calculate the proportional height.
4. Set the alignment if required (in this example, aligned to the right).

A value of 300 is an ideal baseline for most logos. You can adjust the number up or down to achieve the exact visual size you require. Click OK to save the image properties:

Using Tables for Precise Layouts

We recommend utilizing HTML Tables for any document requiring precise, consistent positioning. The Invoice template utilizes nested tables to keep headers, company registration numbers, line items, and totals aligned cleanly. To add a table, place your cursor at the insertion point and click the Table icon on the editor toolbar.

PDF Form Fields (AcroForms)

Workforce Manager supports form fields embedded directly within PDF backgrounds created in tools such as Adobe Acrobat Professional. To use this method, embedded field names must match system #HashTag# names exactly, including the hash symbols (e.g. #InvoiceNo#). The system will recognize the field and inject the data automatically.

Standard #HashTags# Reference

These standard dynamic tags are universally supported across all templates:

Hash Tag	Description & Behavior
#DisplayName#	The display name configured within the Site or Company Address edit dialog.
#SendToAddress#	The full name and address of the Site or Company for the document being produced. Resolves automatically based on context (e.g. invoice recipient address).
#OurRef#	The document reference automatically assigned by the system, prefixed with a letter conforming to your Symbols and Definitions setup.
#TodayDate#	The current date formatted according to your locale (e.g. DD/MM/YYYY for UK accounts).
#RegardingAddress#	When creating correspondence for managing agents, the main address defaults to the managing agent. Use this tag to display an additional line: RE: [Site Address].
#Signature#	Inserts your handwritten signature uploaded under My Profile with your typed name underneath. If no image signature is configured, outputs your typed name only.
#PageBreak#	Forces the PDF generator to split the document onto a fresh page.
#CompanyAddress_Inline#	Your company name and address rendered on a single continuous line.
#CompanyAddress_Block#	Your company name and address rendered as an address block.
#CompanyName#	Your primary company business name.
#CompanyPhone#	Your primary company telephone number.
#CompanyEmail#	Your primary company email address.