Print Templates are used to generate PDF documents with a custom layout, based on an HTML file that contains tags or placeholders linked to form or process data.

The result is a professionally formatted document that preserves your organization’s branding and can be downloaded and used in your process.

What can you use Print Templates for?

This feature is especially useful when you need standardized or corporate-style documents automatically generated from form data.

Typical uses

• Certificates
• Contracts or agreements
• Reports
• Official documents
• Receipts, simple invoices, or payment confirmations

How it works

Without a custom Print Template

If you haven’t attached a print template to your process, clicking the print icon in an instance will generate a PDF using a default template. This template will include all visible fields from the current task. Note that fields hidden via scripts will also appear, as long as they remain visible in the process configuration.

With a custom Print Template

When printing, the app will ask you to select which template you want to use (if multiple templates are enabled). The PDF will be generated using the format defined in the selected template.

Creating Print Templates

To create a print template, you must use an HTML file with the structure you need. Basic HTML knowledge is recommended. If you are not familiar with HTML, you can use a Google Docs template to design documents containing the information you want to display from your instance. You can find more information about this here.

Shortcut: Design on Excel first

A practical approach is to first define the structure in Excel. This is especially helpful because anyone can do it, even without technical experience. Then, you can use this website to convert the Excel file into HTML. Finally, add the required fields and make any necessary adjustments. To refine the final HTML document and ensure everything works correctly, we use this tool.

Configuring your template

To insert the value of a field, you must use the mustache format: a “mustache” tag begins with two curly brackets {{ and ends with another two curly brackets }}.

For example, if you have a field named Name, you can include its value as follows:

<div>
      {{Name}}
</div>

You can design the HTML template including any form fields you want (all of them, only some of them, or even fields that are hidden). To do this, include the exact field names inside curly brackets. Example: {{fieldName}}.

We also provide special fields you can use to insert additional information into your template:

• {{-Identifier-}} : ID of the process instance
• {{-Initiator-}} : Email of the user who launched the process instance
• {{-Initiator_name-}} : Full name of the user who launched the process instance
• {{-Initiation_date-}} : Format is yyyy/mm/dd
• {{-Comments-}} : Includes all comments in that process instance

To define your PDF layout, we structure it as an HTML table with rows and columns. Below is an excerpt of a sample row:

<tr>
        <td class="borderL" height="24" align="left" valign="bottom">
          <font color="#000000"><br /></font>
        </td>
        <td colspan="2" rowspan="2" align="right" valign="middle">
          <font color="#000000">Effective Date:</font>
        </td>
        <td class="grayBackground" rowspan="2" align="center" valign="middle" colspan="2">
          <font size="3" color="#000000">{{Effective Date}}</font>
        </td>
        <td colspan="2" rowspan="2" align="right" valign="middle">
          <font color="#000000">Reference:</font>
        </td>
        <td class="grayBackground" rowspan="2" align="center" valign="middle" colspan="4">
          <font size="3" color="#000000">{{-Identifier-}}</font>
        </td>
        <td class="borderR" align="left" valign="bottom">
          <font color="#000000"><br /></font>
        </td>
</tr>

You can add images, select a font, include a logo, tables, comments, and more.

Associating the template with your process

In your process Settings tab, go to Additional Settings → Print Templates and click Add Template.

In the pop-up window, upload the HTML file and assign it an alias, which will be the name displayed when printing. You must also select the User Tasks where the template will be available. Optionally, you can add a description to help you remember its purpose or version.

Updated on: 04/12/2025