Introduction
Creating dynamic PDF templates can streamline your workflow significantly. With our Airtable extension for PDF Maker, you can quickly create, customize, and automate your templates directly within your Airtable base. Whether you’re handling contracts, invoices, or reports, this guide will walk you through each step clearly and concisely.
Step-by-Step Guide:
Step 1: Install and Open Extension
After installing the Airtable extension for PDF Maker in your Airtable base, open it. Navigate to the "Templates" tab and click on "Create New Template.
Step 2: Creating and Saving Your Template
A Google Doc will open within the extension. First, save your template by clicking "Save." You can also import existing templates by replacing the Google Doc file—click the replace option and upload your existing Google Doc or Word file.
Step 3: Adding Text Placeholders
To insert dynamic content, copy placeholders such as Contract ID using Ctrl + C (Windows) or Command + C (Mac) and paste it directly into your template document. When generating PDFs, this placeholder will dynamically fill with data from your Airtable records.
Step 4: Adding Dynamic Images
Go to the "Dynamic Images" tab, where all attachment fields will appear. If you don't have any attachment fields with images:
Close the template editor.
Create a new attachment field in Airtable (e.g., "Contract Image").
Upload your desired image.
Return to the "Dynamic Images" tab, specify your desired image width, copy the placeholder, and paste it into your template. The height adjusts automatically.
Step 5: Creating Dynamic Tables (Line Items)
Dynamic tables are perfect for invoices or reports containing varying numbers of line items.
Click on "Create New Line Item Table."
Ensure you have a linked record field. If not, create one first in Airtable.
Click "Add Line Item Table" after selecting the linked record field.
Sub-steps:
Insert a new table or use an existing one in your template.
Copy and paste placeholders (e.g., name, email, status) into the table columns.
Crucial Formatting Steps:
Step 3.1: Copy the provided symbol before the first column placeholder.
Step 3.2: Copy and paste the provided symbol after the last column placeholder.
This formatting ensures your table populates correctly with dynamic content.
Step 6: Updating and Previewing the Template
After inserting text placeholders, images, and dynamic tables, click "Update Template." Close the editor and select your newly created template. Click "Preview" to verify that everything is correctly populated from your Airtable data.
Importance of Creating PDF Templates
Creating PDF templates through the Airtable extension has several significant advantages:
Efficiency: Automating template creation drastically reduces the time spent on manual data entry and repetitive document formatting tasks.
Accuracy: Direct integration with Airtable ensures that data used in documents is accurate and up-to-date, minimizing human errors and maintaining consistency.
Professionalism: Standardized templates ensure a consistent appearance across documents, enhancing your brand's professionalism and credibility.
Customization: The ability to dynamically include text, images, and tables allows you to tailor documents precisely to your business needs, improving communication with clients and stakeholders.
Scalability: Easily scalable to meet the growing demands of your business, whether you're managing a handful of contracts or generating hundreds of invoices monthly.
Conclusion
Leveraging PDF Maker’s Airtable extension to create dynamic templates is a transformative approach to document management. It simplifies processes, boosts productivity, and elevates the quality and consistency of your documents. By automating these routine yet essential tasks, your team can focus more on strategic, value-adding activities, ultimately enhancing overall business efficiency and effectiveness. Start taking advantage of this powerful solution today to witness immediate improvements in your workflow and productivity.