What it is
The design of the Work order (OT) PDF: the internal document your shop floor sees and prints for production. It is the equivalent of Print templates but aimed at internal use, not at the customer.
Unlike the commercial PDF:
- It is not meant to show prices to the customer, but to give the operator the technical detail of the job: artwork, substrate, size, ink, machine, quantities and dates.
- It can show the associated cost of the quote (for managers) and the job manager details.
- It can carry a tracking QR code that the end customer scans to see the status of their order on the Direct portal.
Available on the PRO plan.
What it is for
- Designing the look of the work order PDF that is printed for the shop floor.
- Deciding whether the work order carries a company header or not (either like a sales document or stripped back for the shop floor).
- Showing or hiding the task summary for each quote at the start.
- Showing or hiding the associated costs of the quote (PRO only).
- Showing or hiding the job manager details.
- Choosing which artwork specification rows are printed: artwork, quantity, size, ink, substrate, substrate size, operations, option and option costs.
- Switching on the tracking QR code so the customer can see the status in Direct.
- Assigning the default work order template used when a work order is printed.
How to use it
- Go to Settings → Customisation → Work order templates.
- The opening menu shows the list of templates, the Work order selector (in the Default templates section) and the Print footer selector.
- Click a template in the table (the edit action on the row) to open it; or use Create New Template to start from scratch.
- The template opens with the PDF preview on the right. Click Configure Template to switch to edit mode.
- Adjust the tabs. The first tab, General, holds the PDF design block (choose one of the six table styles); the Work order settings tab groups the Basic work order document settings block and the Artwork specifications block.
- Every change refreshes the preview instantly.
- Click Save Change to store the design.
- Assign the template as the Work order default (under Default templates) in the opening menu selector and click Save.
PDF design (line table theme)
On the Template tab, the PDF design block shows six cards with a thumbnail of how the line table of the work order looks. Click a card to pick the design; the selected one is marked with a tick. It is the same style selector as the Print templates. It only changes the table style (header, line weight and colour, row spacing, capitals), not the data. The themes differ in: colour band on the header row (some themes), rules, box around each row (one theme) and spacing. The colour background only appears on the header row; data rows never have a background.
| Theme | What it is for |
|---|---|
| Current | The design your template already had. It is the default value and changes nothing on existing templates. Grey header with a thin rule underneath and a closing rule. No band and no box. |
| Dark editorial | Black header band with white text in capitals and with letter spacing. Strong rules. A bold, editorial look. |
| Corporate | Header band in the brand blue with white text. Blue rules and a closing rule. A clean, professional brand look. |
| Minimal | No band. A single very fine hairline, lower-case header with plenty of letter spacing and lots of air between rows. Extremely understated. |
| Boxed | A box and separators around every row, navy header. The look of a classic structured table. |
| Compact | Small type and very tight rows with a fine accent rule. Many lines fit on a page; ideal for long documents. |
You can also change the work order PDF style by asking the template AI assistant for it by name: "give me the editorial style", "use the corporate theme", "make it minimal", "boxed theme", "compact style" or "go back to the classic/current style". The assistant applies the theme to the preview instantly.
Table padding
On the Page tab you can adjust the inner space of the document tables with two fields:
| Field | What it is for |
|---|---|
| Horizontal (Table padding group, in pt) | Inner margin on both sides of the table (left and right). It does not separate the columns from one another and does not change the table width: it only pulls the content away from the side edges. |
| Vertical (Table padding group, in pt) | Inner height of each row: the higher it is, the more air between lines. It applies to the content rows. |
They affect the line table of the document and the cost breakdown of the work order. If you leave them empty the default values are used and existing templates do not change.
How the screen is organised
The work order template shares the same form as the Print templates (the six PDF design styles, page format, margins, logo, header, watermark, columns, artwork description, footer, typography). What changes is:
- The Basic work order document settings block appears, with five toggles of its own, plus the Artwork specifications block with nine toggles for the detail rows of each artwork.
- The Page / Logo / Header tabs are only shown if the work order has the header switched on (Show the document header).
- The columns tab is called Cost fields (not "Document fields") and only appears if Show all the associated costs of the quote is on.
- There is no Email tab and no sales footer totals: the work order is not set up to be sent commercially.
Basic work order document settings (its own toggles)
These toggles live on the Work order settings tab, under the heading Basic work order document settings. Each one is a show / hide switch.
| Toggle (text on screen) | What it is for | Default |
|---|---|---|
| Show the document header | Shows the work order header just as on sales document printouts (logo, sender and recipient details). If it is switched off, the work order comes out stripped back (logo + the title "Work order" only). Switching it on enables the Header tab (sender and recipient fields). The Page tab (size, orientation, margins and spacing) and the Logo tab are always available, with or without a header. | Hidden |
| Header only at the start (Instead of repeating it on every artwork) | With the header switched on, this stops it being repeated at the start of every artwork: it is printed once only in the document. If the work order carries a Task summary, the header appears in the summary; if it does not, it appears on the first artwork. Switched off, the header is repeated on every artwork (classic behaviour). It is only shown if Show the document header is on. | Hidden |
| One section per quote (All artwork together, without repeating the product image or details) | Groups all the artwork of the same quote into a single section: the product image and its details (quote no., title, description, dates, delivery lead time) are printed once only at the start and the artwork is listed underneath, separated by a rule, with no page break between items. It includes the logo and the work order no.: they are also printed once only, without having to tick "Header only at the start" as well. Each artwork is headed "Job artwork 1", "Job artwork 2"… (as in the Task summary) to tell them apart, with a generous separating rule between them. The Document note now comes out once only at the end of the section. Switched off (the default), each artwork opens its own section, repeating the image and details, and always starts on a new page — one sheet per artwork so the work can be handed out on the shop floor. | Hidden |
| Show a summary of the tasks for each quote at the start | Prints a Summary at the start with the job artwork of each quote (artwork, quantity, size, ink, substrate, machine). It only appears when the quote has more than one artwork. | Hidden |
| Show all the associated costs of the quote <span style="display:inline-block;background:#fef3c7;color:#92400e;padding:2px 6px;border-radius:4px;font-size:.65rem;font-weight:600;">PRO</span> | Shows the associated costs of the quote on the work order. It also enables the Cost fields tab so you can choose the cost columns. Requires the PRO plan. | Hidden |
| Time only (no amounts) | Within the cost breakdown, this hides ALL the amounts in € (Unit cost, Total cost, Margin, Subtotal and the totals) while keeping the columns and the quantity. On time-based operations the Total cost column shows the time (e.g. 180 min) instead of the amount. Designed so the shop floor operator sees the work and the times without seeing prices. It only takes effect with "Show all the associated costs" on. | Hidden |
| Show the job manager details | Shows the full details of the job manager (the operator / person responsible for the tasks). | Hidden |
| Generate a QR code for access to the work order status <span style="display:inline-block;background:#fef3c7;color:#92400e;padding:2px 6px;border-radius:4px;font-size:.65rem;font-weight:600;">PRO</span> | Prints an Order tracking QR code pointing at the Direct portal; the customer scans it and sees the status of their order. The real QR code is only printed on documents linked to an order; on the sample template preview a placeholder "QR" box is shown so you can see the toggle is on (there is no real order to point at). Requires the PRO plan (in BETA until the Full plan). | Hidden |
The state of the toggle is shown as thevisibility(shown) /visibility_off(hidden) icon. The QR one uses theqr_code_2icon.
Artwork specifications (choosing which rows are shown)
On the Work order settings tab, under the Artwork specifications block, you can show or hide each row of the artwork detail on the work order PDF. It affects both the Summary block at the start and the detail of each artwork. They are all switched on by default.
| Toggle (text on screen) | What it is for | Default |
|---|---|---|
| Artwork | Row with the name of the artwork. | Shown |
| Quantity | Row with the quantity to produce (units, pages or sizes). | Shown |
| Size | Row with the printing size (on flyers "in Open size", on magazines "in Closed size"). | Shown |
| Ink | Row with the front / back inks (e.g. 4 / 0). | Shown |
| Substrate | Row with the printing substrate; it also hides its colour and variant. | Shown |
| Substrate size | Row with the substrate size (e.g. 45x64). | Shown |
| Operations | The complete operations block of the artwork. | Shown |
| Option | The "· Option: ..." line of each operation. | Shown |
| Option costs | The lines of costs included in the option of each operation. | Shown |
Buttons and actions — what each one is for
Literal text on screen. For toggles, both states are documented.
Opening menu of work order templates
| Button / Control (text on screen) | What it is for |
|---|---|
| Work order (selector in the Default templates section) | Selector for the template used by default when a work order is generated. |
| Print footer | Which company details appear in the footer: Show nothing, Show the legal name or Show the name and the legal name. |
| Create New Template | Opens the modal for creating a new work order template from scratch. |
| Create with AI (auto_awesome icon) | Opens the AI assistant to generate a new work order template by describing it in plain language; the AI preloads the editor and you review and save. Requires the PRO plan. |
| Duplicate (icon on the row) | Copies the selected template, creating a new one with the same parameters. |
| Delete (icon on the row) | Deletes the selected template after confirming in a modal. |
| Save | Saves the default work order template and the print footer, and closes. |
| Close | Closes the menu without saving. |
Work order template modal (preview / editing)
| Button / Control (text on screen) | What it is for |
|---|---|
| Generates the work order PDF and sends it to the viewer to be printed. | |
| Direct | Opens the modal for sharing the work order on the Direct portal (customer tracking). Only active if the quote has an order linked to it. Requires the Full plan; on another plan, clicking it shows what the module does and the option to upgrade. |
| Configure Template | Switches from the preview to edit mode (opens the configuration tabs). Only visible in preview. |
| AI Assistant (box, auto_awesome icon) | A box inside the work order editor where you describe how you want the template or what to adjust; the AI applies the changes to the design instantly on the preview. Iterative. Requires the PRO plan. |
| Save Change | Saves the template changes to the database. Only visible in edit mode. |
| Close | Closes the modal. |
| Template name | The identifying name of the work order template. |
| Visibility / Visibility_off (toggle on each field) | State visibility = the data/column is printed · state visibility_off = it is hidden. |
| Normal / Bold · Normal / Italic (Font style tab) | Apply or remove bold weight / italic style on each text element of the PDF. |
Key concepts
- Work order (OT): the internal production document the shop floor receives. It sets out the artwork, substrates, sizes, inks, machines, quantities and dates of a job. It is printed from a quote that has an order.
- The number that labels the work order document: it is always the work order number, whether you print from Quotes and Quoting, from Work orders, from the delivery note or from the invoice. The file name does the same (
OT_26-3235.pdf). If the job does not yet have a work order (a quote that has not been accepted), the document is labelled Presupuesto with the quote number (Presupuesto_26-4722.pdf) and the tracking QR code is not printed, because there is no order to track yet. The text in front of the number is set by you in the Document field of the template (by default "Work order"); it is only replaced by "Presupuesto" in that case. - Work order template: a reusable configuration of format, fields and styles for generating the work order PDF. It shares the form with the print templates, but adds the settings specific to work orders.
- Work order (selector in the Default templates section): the template used automatically when a work order is generated. It is assigned in the opening menu.
- Basic work order document settings: the block on the "Work order settings" tab with the five toggles specific to the work order (header, summary, costs, manager, QR code).
- Artwork specifications: the block on the "Work order settings" tab with nine toggles for showing or hiding each row of the artwork detail: Artwork, Quantity, Size, Ink, Substrate, Substrate size, Operations, Option and Option costs.
- Show the document header: with the header on, the work order shows the logo plus sender and recipient details like a sales document; without it, it comes out stripped back (logo + the title "Work order" + the work order no.).
- Header only at the start: with the header on, it is printed once only instead of being repeated at the start of every artwork. If the work order carries a Task summary, the header goes in the summary; if not, on the first artwork.
- One section per quote: groups all the artwork of the quote into a single section, with the logo, the work order no., the image and the product details once only at the start and the artwork separated by a rule, with no page break.
- Task summary: the "Summary" block at the start listing the job artwork of the quote (artwork, quantity, size, ink, substrate, machine). It is only printed if the quote has more than one artwork and the toggle is on.
- Associated cost: the internal costs of the quote that are printed on the work order when "Show all the associated costs" is switched on. It enables the "Cost fields" tab. Requires PRO.
- Job manager details: information about the manager/operator responsible for the tasks, optional on the PDF.
- Tracking QR code (Order tracking): the QR code printed on the work order that opens the Direct portal with the status of the customer's order. Requires PRO and a quote with an order linked to it.
- Direct: the customer tracking portal. The work order is shared there with the Direct button; the QR code on the template points at the same tracking page.
- Print footer: the company details that appear in the work order footer: nothing, the legal name, or the name + the legal name.
- Create with AI: the button (auto_awesome icon) in the opening menu of Work order templates that opens the assistant to generate a new work order template by describing it in plain language. The AI generates the parameters and opens the editor with them preloaded but not saved; you review the preview and click Save Change if you are happy with it. Requires the PRO plan.
- AI Assistant: a collapsible box (auto_awesome icon) inside the work order template editor (configuration mode), above the tabs. You describe an adjustment in plain language and the AI applies it to the form instantly on the preview; it is iterative (you can keep asking for changes) and it applies directly, without confirmation. It can touch the page, margins, logo and watermark size, separating rules, company/customer details, columns, work order settings (header, summary, costs, manager, QR code), header and footer texts and typography; it does not upload images (neither logo nor watermark), it only changes their size. Settings that require PRO (associated work order costs and the QR code) are flagged if your plan does not allow them. Requires the PRO plan. Saving is still manual.
Features by plan / role
- PRO: unlocks work order templates. Within the template, the Show all the associated costs toggle requires PRO. It also unlocks Create with AI and the AI Assistant.
- Full: the Direct button and the Generate a QR code for access to the work order status toggle require the Full plan.
- Role permissions:
printTemplate_editis required to edit templates.
Permissions
- Requires
printTemplate_editand the PRO plan. - The Show all the associated costs option additionally requires the PRO plan. The customer QR code and the Direct button require the Full plan.
Frequently asked questions
Q: How do I create a new work order template?
A: In Settings → Customisation → Work order templates, click Create New Template to start from scratch, or use the Duplicate icon on an existing template to copy it. Give it a name in Template name, adjust the tabs and click Save Change.
Q: Can I create a work order template with AI?
A: Yes. In the opening menu of Work order templates click Create with AI (auto_awesome icon), next to Create New Template. Describe in plain language how you want it (e.g. "a stripped-back shop floor work order with no header and a task summary"); there are suggestion chips. The AI generates the parameters and opens the editor with them preloaded without saving: review the preview and click Save Change if you are happy with it. Requires the PRO plan.
Q: How do I adjust the work order with AI instead of setting the Basic work order document settings block by hand?
A: Inside the editor (configuration mode), above the tabs, use the AI Assistant box (auto_awesome icon). Describe the adjustment (e.g. "remove the header and show the associated costs", "hide the QR code") and the AI applies it instantly; the preview updates. It is iterative and applies directly, without confirmation, but Save Change is still manual. It can touch the work order settings (header, summary, costs, manager, QR code), page, margins, logo, watermark, columns, footer and typography; it does not upload images, it only changes their size. Settings that require PRO (associated work order costs and the QR code) are flagged if your plan does not allow them. Requires the PRO plan.
Q: Can I change the style/theme of the work order PDF by asking the AI assistant?
A: Yes. In the AI Assistant box, ask for it by name: "give me the editorial style", "use the corporate theme", "make it minimal", "boxed theme", "compact style" or "go back to the classic/current style". The AI selects that design and the preview updates instantly. The six styles are: Current (classic), Dark editorial, Corporate, Minimal, Boxed and Compact. You can also pick them by hand in the PDF design block on the Template tab.
Q: What is the difference with the sales print templates?
A: The print templates are there to send to the customer (quote, delivery note, invoice): prices, totals, email. The work order template is for the shop floor / production: technical detail of the artwork, internal costs, manager and, optionally, a tracking QR code. The work order has no Email tab and no sales totals.
Q: How do I choose what appears on the work order?
A: On the Work order settings tab, in the Basic work order document settings block, switch on or off: Show the document header, Show a summary of the tasks, Show all the associated costs, Show the job manager details and Generate a QR code for access to the work order status. The remaining fields (sizes, substrate, ink, machine) are handled on the shared tabs.
Q: How do I hide the quantity / size / ink / substrate / operations from the artwork detail?
A: On the Work order settings tab, in the Artwork specifications block, switch off the row you do not want printed: Artwork, Quantity, Size, Ink, Substrate, Substrate size, Operations, Option or Option costs. It affects the Summary block and the detail of each artwork.
Q: I want a stripped-back work order for the shop floor, with no company header.
A: Switch off Show the document header. The work order will come out with just the logo and the title "Work order" plus the work order number, with no sender or recipient details. Switching it off hides the Header tab (there is no sender or recipient left to configure); Page and Logo are still available, because the sheet size and the margins apply with or without a header.
Q: I cannot find where to set the page size, the margins or the padding of the work order.
A: They are on the Page tab of the work order template editor: Sheet (document name, orientation, size with width and height in cm), Header and footer (the height of the bands) and Margins and spacing (maximum 50 pt for each value). In that last block: Header and footer → Left / Right are the real side margins of the page; Detail → Left / Right shift the work order content relative to those margins (if you set a value lower than the page one, the detail spills outwards); Table padding → Horizontal / Vertical is the padding of the cells in the cost breakdown. Header and footer → Top / Bottom are only used with the header switched off; with the header on, "Header height" and "Footer height" take over. The tab is always available, whether you have the header switched on or not. Click Save Change.
Q: The header is repeated on every page and takes up a lot of room. Can I put it on the first one only?
A: Yes. On the Work order settings tab, in the Basic work order document settings block, switch on Header only at the start — Instead of repeating it on every artwork — (it appears just below Show the document header, only if that one is switched on). With the option ticked, the header with sender and recipient is printed once only: if the work order carries a Task summary, it appears in the summary; if it does not, it appears on the first artwork. Click Save Change. If you prefer the header on every artwork — for example so each sheet can be handed out separately on the shop floor — leave the option switched off.
Q: A quote with two artworks repeats the whole header and the product image. Can I put them together?
A: Yes. On the Work order settings tab, in the Basic work order document settings block, switch on One section per quote — All artwork together, without repeating the product image or details. The logo, the work order no., the product image, the quote no., the title, the description and the dates are printed once only and the artwork is listed underneath, separated by a rule, with no page break. There is no need to tick "Header only at the start" as well: this option already includes it. Click Save Change.
Q: My manager needs to see the cost to know whether the job is profitable.
A: Switch on Show all the associated costs of the quote in the Basic work order document settings block. The costs are printed and the Cost fields tab is enabled so you can choose which cost columns appear. Requires the PRO plan.
Q: What is Show a summary of the tasks for?
A: It prints a Summary block at the start with the job artwork of the quote (artwork, quantity, size, ink, substrate, machine), handy so the operator can see at a glance what has to be produced. It only appears when the quote has more than one artwork.
Q: How do I add the customer tracking QR code to the work order?
A: Switch on Generate a QR code for access to the work order status in the template. When the work order of a quote with an order is printed, an "Order tracking" QR code appears; the customer scans it and opens the Direct portal with the status of their order. Requires the Full plan and a quote with an order linked to it.
Q: What does the Direct button in the work order modal do?
A: It shares the work order on the Direct portal, the customer tracking space. It is only active if the quote has an order linked to it. It is the same route the QR code on the template points at. Requires the Full plan; on another plan, clicking it explains the module and offers an upgrade.
Q: How do I make this template the default one when the work order is printed?
A: In the opening menu of Work order templates, pick the template in the Work order selector (in the Default templates section) and click Save. From then on it will be used by default when a work order is generated.
Q: I have two shops with different workflows.
A: Create two work order templates with different configurations (with or without a header, with or without costs, with or without a QR code). Assign the main one as Work order (under Default templates) and use the other by opening it manually when it suits.
Q: What do I put in Print footer?
A: Decide which of your company details appear in the work order footer: Show nothing, Show the legal name or Show the name and the legal name. It is chosen in the selector of the opening menu.
Q: I cannot see the Page / Logo / Header tabs on the work order template.
A: They only appear when Show the document header is switched on. If you want to adjust the page, the logo or the header, switch that toggle on first.