Job PDF Templates & Tags

You can use tags in the PDF templates, emails, and in the notes and section notes of a Job.

Sample Job PDF Templates

See some example PDF Job templates here.

Changing What Appears on Your Document with Tags

You can change how the PDF will look by downloading and editing the Word document that is the 'template'. You can make the template show the data by inserting 'tags'. These are replaced with data when Zigaflow creates and previews your document. Once you have updated your document in Word you need to upload.

Mixing Tables 

If you need to show more details on some items but less on others (such as product finishes, or mixing product sales with maintenance and support contracts) you can do this with the PDF Groups functionality.

How Tags work

All the tags except those marked as 'Job Items' and 'Job Sections' will generally appear just once in your document. You can have them multiple times if you wish, but they will repeat the same data (i.e. a client's name).

'Job Items' and 'Job Sections' need to be inside a Word table in order to expand correctly with the different line items in your Job. To understand more on how the system manages these templates see here.

Editing PDF Templates

This video takes you through the process. Use the tags references below to make sure the PDF template includes the information you want to show.

Using Tags on Emails

This works the same way except where a link is used, for example to a client page or referring to the job's edit page. See this article:

Including Links to Quotes, Jobs etc. in your Emails 

More on Templates

Read about how to manage tables and images here.

Troubleshooting

If you have a problem with the PDF templates please see this article:

PDF Template Troubleshooting

Tags List

Job Information

Tag	Description
{BusinessName}	Your business name.
{BusinessLogo}	Replaces tag with the image of your business.
{BusinessAddress1}	Address line 1 from your business address.
{BusinessAddress2}	Address line 2 from your business address.
{BusinessAddress3}	Address line 3 from your business address.
{BusinessTown}	Town from your business address.
{BusinessCounty}	County from your business address.
{BusinessPostcode}	Postcode from your business address.
{BusinessCountry}	Country from your business address.
{BusinessTelephone}	Telephone number from your business contact information.
{BusinessMobile}	Mobile number from your business contact information.
{BusinessEmail}	Email from your business contact information.
{BusinessWebsite}	Website URL from your business contact information.
{BusinessFax}	Fax number from your business contact information.
{BusinessVAT}	VAT number from your business details
{BusinessRegistrationNumber}	Registration number from your business details
{ClientContactName}	Name from job client contact
{ClientContactPosition}	Position of the client contact
{ClientContactTitle}	Title of the job client contact
{ClientContactFirstName}	First name of the job client contact
{ClientContactLastName}	Last name of the job client contact
{ClientContactTelephone}	Telephone number from job client contact.
{ClientContactMobile}	Mobile number from job client contact.
{ClientContactEmail}	Email from job client contact.
{InvoiceName}	Name from job invoice address
{InvoiceAddress1}	Address line 1 from job invoice address.
{InvoiceAddress2}	Address line 2 from job invoice address
{InvoiceAddress3}	Address line 3 from job invoice address
{InvoiceTown}	Town from job invoice address
{InvoiceCounty}	County from job invoice address
{InvoicePostcode}	Postcode from job invoice address
{InvoiceCountry}	Country from job invoice address
{InvoiceTelephone}	Telephone number from job invoice address.
{InvoiceMobile}	Mobile number from job invoice address.
{InvoiceEmail}	Email from job invoice address.
{DeliveryName}	Name from job delivery address
{DeliveryAddress1}	Address line 1 from job delivery address.
{DeliveryAddress2}	Address line 2 from job delivery address
{DeliveryAddress3}	Address line 3 from job delivery address
{DeliveryTown}	Town from job delivery address
{DeliveryCounty}	County from job delivery address
{DeliveryPostcode}	Postcode from job delivery address
{DeliveryCountry}	Country from job delivery address
{DeliveryTelephone}	Telephone number from job delivery address.
{DeliveryMobile}	Mobile number from job delivery address.
{DeliveryEmail}	Email from job delivery address.
{DateStart}	Start Date
{DateEnd}	End Date.
{JobNumber}	The number, including version, assigned to the job.
{ClientName}	Name of the client job is assigned to.
{ClientReference}	The client reference entered into the job details.
{ClientAccountReference}	The account reference of client assigned.
{PoNumber}	The purchase order (PO) number entered into the job details.
{Description}	The description entered into the job details.
{ContactName}	The name of the user assigned to the job.
{ContactTelephone}	The telephone number of the user assigned to the job.
{ContactCellPhone}	The cellphone number of the user assigned to the job.
{ContactEmail}	The email address of the user assigned to the job.
{ContactSignature}	A rendering of the assigned user/contact's signature
{Notes}	The client notes entered into the job details.
{DateCreated}	The creation date of the job. e.g. 01/01/2018
{DateCreatedLong}	The creation date of the job. e.g. 1 January 2018
{DateStart}	The start date of the job. e.g. 01/01/2018
{DateStartLong}	The start date of the job. e.g. 1 January 2018
{DateFor}	End date of the Job
{DateForLong}	End date of the job in long format e.g. 1 January 2018
{DateDelivery}	The delivery date of the job. e.g. 01/01/2018
{DateDeliveryLong}	The delivery date of the job. e.g. 1 January 2018
{Labour}	The total labour of the job.
{LabourHours}	The total number of labour hours of the job.
{LabourTime}	The total number of labour hours of the job in time format. Example: 2.5 hours becomes "2:30"
{LabourTimeLong}	The total number of labour hours of the job in long time format. Example: 2.5 hours becomes "2 hours 30 mins"
{NetMinusLabour}	The non-labour price of job (e.g. materials)
{Net}	The net total of the job items.
{VAT}	The total VAT of the job items.
{Total}	The total price of the job items.
{Currency}	The currency of the job's prices
{ReviewLink}	Link to review page where the client can sign. This can be used in the PDF or email but needs to be set up as a hyperlink.
{InternalLink}	Link to the edit page but only accessible to logged-in users. Needs to be set up as a hyperlink. It can be added to emails.
{AssociatedQuotation}	The quotation number of the associated quotation.
{Image1}, {Image2},etc.	The images that added to the job (not to the section or item).
{LinkedQuotations}{LinkedInvoices}
{LabourCost}
{ForecastCost}
{ForecastLabour}
{ForecastLabourCost}	same as "ForecastLabour"
{ForecastLabourHours}
{ForecastLabourTime}
{ForecastLabourTimeLong}

 

Signed Agreement

Tag	Description
{AgreementName}	The full name the client who signed the agreement.
{AgreementTitle}	The title of the client who signed the agreement.
{AgreementSignature}	The image of the client's signature.
{AgreementFirstName}	The first name of the client who signed the agreement.
{AgreementLastName}	The last name of the client who signed the agreement.
{AgreementDateSigned}	The date the agreement was signed. e.g. 01/01/2018
{AgreementDateSignedLong}	The date the agreement was signed. e.g. 1 January 2018
{AgreementDateTime}	The time the agreement was signed.
{AgreementDeviceInformation}	The device information where the agreement was signed.
{AgreementIpAddress}	The IP address where the agreement was signed.
{AgreementCity}	The city location where the agreement was signed.
{AgreementCountry}	The country location where the agreement was signed.
{AgreementLatitude}	The latitude location where the agreement was signed.
{AgreementLongitude}	The longitude location where the agreement was signed.

 

Job Sections

Tag	Description
{SectionName}	The name of the section.
{SectionImage}	Replaces tag with the image added to a section. Use the tags {SectionImage1}, {SectionImage2}, etc for multiple images.
{SectionNotes}	The notes of the section.
{SectionLabour}	The total labour price for job section.
{SectionLabourHours}	The total number of labour hours of the job section.
{SectionLabourTime}	The total number of labour hours of the job section in time format. Example: 2.5 hours becomes "2:30"
{SectionLabourTimeLong}	The total number of labour hours of the job section in long time format. Example: 2.5 hours becomes "2 hours 30 mins"
{SectionNetMinusLabour}	The non-labour price of the section (e.g. materials)
{SectionNet}	The total net price of the job section.
{SectionVAT}	The total VAT of the job section.
{SectionTotal}	The total price of the job section.
{SectionIncludedInTotal}	The displays the text "Included in Total" depending on whether to Include the Section in the job price
{SectionIncludedInTotalYesNo}	The displays the text "Yes" or "No" depending on whether to Include the Section in the job price

 

Job Items

Tag	Description
{ItemImage}	Replaces tag with the image of the job item. Use the tags {ItemImage1}, {ItemImage2}, etc for multiple images.
{ItemCode}	The product code of the job item.
{ItemDescription}	The description of the job item.
{ItemCategory}	The category text taken from the product, on the Products page, that shares the same Product Code.
{ItemUnit}	The unit text of the job item.
{ItemQty}	The quantity of the quotation item. Kit Items appear with an 'X' by default.
{ItemQtyDash}	The quantity of the quotation item. Kit Items appear with a dash '-' instead of an 'X'.
{ItemQtyNone}	The quantity of the quotation item. Kit Items appear with no additional elements.
{ItemVAT}	The VAT percentage of the job item.
{ItemLabourName}	The labour name of the job item.
{ItemLabourRate}	The labour rate of the job item.
{ItemLabourHours}	The total number of labour hours of the job item.
{ItemLabourTime}	The total number of labour hours of the job item in time format. Example: 2.5 hours becomes "2:30"
{ItemLabourTimeLong}	The total number of labour hours of the job item in long time format. Example: 2.5 hours becomes "2 hours 30 mins"
{ItemPrice}	The price of the job item.
{ItemTotal}	The net total price of the quotation item.
{ItemGross}	The total price (Net + VAT) of the quotation item.
{ItemLabourCostRate}
{ItemLabourTotalHours}
{ItemLabourTotalTime}
{ItemLabourTotalTimeLong}
{ItemLabourHours}
{ItemForecastLabourUnitHours}
{ItemForecastLabourUnitTime}
{ItemForecastLabourUnitTimeLong}
{ItemForecastLabourHours}
{ItemForecastLabourTime}
{ItemForecastLabourTimeLong}
{ItemForecastUnitCost}
{ItemForecastCost}
{ItemForecastTotalCost}
{ItemPOCost}	Purchase order costs

 

Job Item Product Details

Tag	Description
{ItemDetailedDescription}	The detailed description text taken from the product, on the Products page, that shares the same Product Code.

 

Questions

Questions can be referenced either by their index number (i.e. {QuestionDescription1}) or similar to items they can repeated for as many questions there on the document using {QuestionDescription}. The index approach is useful if you want the answers in specific places on a document. The dynamic approach is better when you do not know how many questions there will be.

 

Dynamic

Add a table to your document similar to this:

The second line will be repeated for each question. 

 

Static (Index Number)

 

Tags

Tag (Static or Dynamic)	Description
{QuestionSectionName1} or {QuestionSectionName}	The name of the section
{QuestionSectionNote1} or {QuestionSectionNote}	The note for the section
{QuestionDescription1} or {QuestionDescription}	The question's text
{QuestionAnswer1}	The answer to the question

 

Custom Fields

See this article.

 

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