You can use tags in the PDF templates, emails, and in the notes and section notes of an eForm.
See example PDF eForm templates here.
These PDF templates can be used to create a document to send with the eForms or to produce a results document with the data taken from the standard eForms fields and your questions.
If you are generating a PDF from a job and want to include information from the job you can use the job's tags but they need to be prefixed with 'Job'. For example, {Description} becomes {JobDescription}.
For a Purchase Order use the prefix PurchaseOrder, e.g. {PurchaseOrderDescription}.
Getting Data from the Linked Quote or Job
List or Fixed Display of Questions & Answers
Referencing a Specific Question
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.
Linked Jobs & Quotation Data
If you have some information in the quotation or job in a system field or a custom one you can bring this into the eForm.
Data from the source quote or job can be pulled in by prefixing a tag with 'Quotation' or 'Job'.
For example:
{DeliveryAddress1} from a quote would be:
{QuotationDeliveryAddress1}
And from a job would be:
{JobDeliveryAddress1}
Custom Fields
The same applies:
{JobMyCustomField}
{QuotationMyCustomField}
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 eForm's edit page. See this article:
Including Links to Quotes, Jobs etc. in your Emails
List or Fixed Display of Questions & Answers
Where there are many questions and you don't need to specify where they will be on the resulting document, you can use a simple table, such as this:
Based on these questions:
When it is loaded with data it will look like this:
If you need results to be in set locations on the PDF (for example for a certificate) you can use a number at the end of the data field to get the specific one, for example:
Converts to:
The fields are:
| Forms Fields Information | |
| {FormFieldName} | |
| {FormFieldDescription} | |
| {FormFieldRequired} | |
| {FormFieldAnswer} | |
| {FormFieldRequiredStar} | |
| {FormFieldRequiredYesNo} | |
| {FormFieldSpace} - Just a blank space |
Referencing a Specific Question
Add a number to the end of the tag for a specific question. For example:
- Question 1 will be listed as {FormFieldName1}, {FormFieldDescription1}, etc.
- Question 2 will be {FormFieldName2}, {FormFieldDescription2}, etc.
The numbering starts at 1.
Adding Signatures
You can have more than one signature on an eForm, for example, one from your engineer and one from your customer. To make these appear correctly on the PDF make sure that both client and engineer signatures are in different sections and that are both marked as 'Signature Section' as in the example below:
| Signature Tags | |
| {SignatorName} {SignatorName2} | The first and second signatures |
| {SignatorFirstName} {SignatorFirstName2} | The first name for one or two signatures |
| {SignatorLastName} {SignatorLastName2} | The last name for one or two signatures |
| {Signature} {Signature2} | Images of the signatures |
| {DateSigned} | Date of signature |
| {DeviceInformation} | Details on the devices ( e.g. Android) |
| {IP_Address} | |
| {City} | |
| {Country} | |
| {Latitude} | |
| {Longitude} | |
| {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. |
Other Tags
Customer Address and other References from the Job, Quote or Purchase Order
If you want to include details that are held on the job, quote, or purchase order, that the eForm is based on, prefix the tag from that document with 'Order'. For example:
| {OrderInvoiceName} | The client name on the job, quote or PO |
| {OrderInvoiceAddress1} | The invoice address 1 of the client on the quote, job or PO, etc.. |
| {OrderDeliveryName} | The site/delivery address selected on the quote, job or PO |
| {OrderDeliveryAddress1} | The site/delivery invoice address 1 of the client on the quote, job or PO, etc.. |
For example:
eForm Tags
| {BusinessName} | Your business' details |
| {BusinessMotto} | |
| {BusinessAddress1} | |
| {BusinessAddress2} | |
| {BusinessAddress3} | |
| {BusinessTown} | |
| {BusinessCounty} | |
| {BusinessPostcode} | |
| {BusinessCountry} | |
| {BusinessMobile} | |
| {BusinessTelephone} | |
| {BusinessEmail} | |
| {BusinessWebsite} | |
| {BusinessFax} | |
| {BusinessVAT} | |
| {BusinessRegistrationNumber} |
| eForm Header Information | |
| {eFormNumber} | |
| {Number} | |
| {Name} | |
| {Description} | |
| {RecipientEmail} | |
| {RecipientMobile} | |
| {TextForAcceptance} |
| Assigned User Info | |
| {ContactName} | |
| {ContactTelephone} | |
| {ContactCellPhone} | |
| {ContactEmail} |
| Date & Time | |
| {StartDate} | |
| {StartDateCreatedLong} | |
| {EndDate} | |
| {EndDateLong} | |
| {DateCreated} | |
| {DateCreatedLong} | |
| {DateSigned} | |
| {DateSignedLong} | |
| {StartTimestamp} | The date and time the eForm was logged on to |
| {EndTimestamp} | The date and time the eForm was completed |
| Connected Documents | |
| {LinkedQuotations} | Lists all the linked quotations (e.g. Q1002, Q1004, etc.) |
| {LinkedJobs} | Lists all the linked jobs (e.g. J2002, J2004, etc.) |
| {LinkedInvoices} | Lists all the linked invoices (e.g. IV1002, IV1004, etc.) |
| {LinkedDeliveryNotes} | Lists all the linked delivery notes(e.g. DN1035, DN1038, etc.) |
| {LinkedPurchaseOrders} | Lists all the linked purchase orders(e.g. P1012, P1013, etc.) |
| {LinkedContracts} | Lists all the linked contracts (e.g. C3021, C3021, etc.) |
Line Item Info
(Prices and Cost are not copied over)
| {Item} | |
| {ItemRowNumber} | |
| {ItemCode} | |
| {ItemDescription} | |
| {ItemUnit} | |
| {ItemCategory} | |
| {ItemQty} | This shows the quantity |
| {ItemQtyDash} | If the quantity is zero a '-' is shown |
| {ItemQtyNone} | If the quantity is zero nothing is shown |
Section Items (e.g. for RFQ's or Worksheets)
When an eForm is created from the line items in a quote, job, or purchase order, each section corresponds to an item on the source document.
To show the information about the source item, use these tags:
| {SectionItem} | The code and description of the item |
| {SectionItemDetailedDescription} |
The detailed description. It is only populated on the PDF and shown on the end screen when you have ticked this box:
|
| {SectionItemQty} | If the quantity is zero nothing is shown |
| {SectionItemQtyDash} | If the quantity is zero a '-' is shown |
| {SectionItemQtyNone} | If the quantity is zero nothing is shown |
