Creating Custom PDF Templates with Zoho Creator

In the world of digital transformation, customization plays a vital role in delivering tailored solutions. Zoho Creator empowers users to build custom templates for their applications, enabling them to present data in meaningful, structured, and visually appealing ways. With a record template, the possibilities are endless—from invoices and reports to certificates and data—your imagination sets the boundaries.

Understanding Record Templates

A record template is a feature within Zoho Creator that allows you to design how data from a form is displayed. Imagine you’ve built an order management application, and as users place orders, you want to email them personalized invoices. Instead of manually piecing together order details, you can automate the process using record templates.

Here’s how it works:

1.  Data Integration: Record templates pull data directly from your form fields.
2. Automation: Send invoices automatically via email notifications upon form submission.
3. Customization: Design templates to match your brand and desired format.

Example: Automating Invoices

Using the order management example, the data from the orders form can be embedded into a custom invoice template. This template is then used to generate and email invoices automatically when users place their orders. Below is an example of how an invoice could look:

Designing Your Record Template

Zoho Creator’s intuitive WYSIWYG (What You See Is What You Get) interface makes designing record templates easy and enjoyable. Let’s explore the tools and features available:

Key Features of the Record Template Designer

• Elements Tab: Add pre designed elements like Heading, Paragraph, Image, Table, and Spacer. Customize their appearance and display values using the toolbar.
• Fields Tab: Drag and drop fields from your form or related forms. Use subform and lookup fields to display linked data. Multi-select fields allow you to choose delimiters for separating values.
• Template Properties: Customize the overall look of your template, including page size, background images, headers, and footers.
• Other Features:
• Undo/redo up to ten changes.
• Auto-save functionality.
• Resizable columns and customizable rows.

Creating a Template to your desire

1. Open your form and navigate to the record template designer.
2. Drag and drop elements and fields to build your layout.
3. Customize colors, fonts, and background images to align with your branding.
4. Preview your template and make adjustments.

Practical Applications of Record Templates  

The versatility of record templates makes them suitable for a wide range of applications:

• • Invoices: Automatically generate and email invoices with order details.

  • Brochures: Design vibrant marketing materials with logos, images, and detailed product descriptions.

  • Recruitment Records: Maintain organized records of people’s biodata, including resumes, contact information, and qualifications, to streamline the hiring process.

  • Certificates: Create professional certificates by combining text, images, and custom backgrounds.

  • Reports: Customize reports to present data in a structured and visually appealing manner. Include charts, tables, and summaries to provide insights and make data-driven decisions.

Real-Life Success Story: The Dickson Lab  

The Dickson Lab (TDL) is a physical and mental well-being clinic based in Kuala Lumpur, Malaysia. Using scientifically proven technology, TDL treats and coaches people from all walks of life with biometric assessments, music therapy, and wellness coaching.

Implementing process automation at scale might seem impossible for many organizations, with the complexity surrounding legacy processes and technologies. The Dickson Lab had several legacy systems, each automating a single function in the process workflow. This was both confusing and time-consuming to transfer data from one system to another.

Leveraging Record Templates for Better Insights  

TDL uses Creator to automate two key functions: data collection and reporting. The initial client information and consent are recorded using a public Creator form.

The main highlight of their implementation is the custom report template they built. With record templates, TDL could customize reports based on their specific needs, allowing them to:

• • Understand data with visualizations.

  • Make informed decisions faster.

  • Present information in a professional, visually appealing manner.

Results and Benefits  

Thanks to Zoho Creator’s record templates and consultation from The Techno Set, The Dickson Lab transformed their reporting process into a seamless and efficient system. They no longer needed to rely on multiple disconnected systems, saving time and reducing errors. The customizable templates provided by Creator empowered them to deliver clear, impactful reports tailored to their clients’ needs.