---
title: "PDF settings"
canonical: "https://support.out-smart.com/space/TIB/418611265/PDF%20settings"
format: markdown
---
If you go to <span style="color: #ff991f">Settings > Templates > PDF settings</span>, you can set the layout. Initially, there is one kind of PDF, which means that each work order has the same layout. But you can also create <span style="color: #ff991f">multiple PDF settings</span>, where it can be determined whether a layout is chosen based on the customer or based on the Work type.

If you want to create multiple layouts, we recommend starting with the Standard and making sure it looks good. You can then duplicate this (at the top right of the PDF is a 'Duplicate' button) and adjust the duplicate where necessary.

The settings are divided into several sections, namely: <span style="color: #ff991f">General</span>, <span style="color: #ff991f">Company details</span>, <span style="color: #ff991f">Header and Footer</span>, <span style="color: #ff991f">Layout</span>, <span style="color: #ff991f">Headers</span>.

<span style="color: #ff991f">**General**</span>  
<span style="color: #ff991f">Name</span>: The name of this pdf setting (PDF) can be adjusted here. If you make multiple settings, it is therefore useful to adjust the name.  
<span style="color: #ff991f">Currency sign</span>: if you show prices on the work order, you can set here whether this should be noted in €, $ or other currencies.  
<span style="color: #ff991f">Language</span>: here you can set which language the standard words on the work order should be translated.   
<span style="color: #ff991f">Company logo</span>: Here you can upload the logo (jpg) that can be shown on the work order. If you choose to work with a header and a footer, then your logo is probably already included and therefore does not have to be shown (to be set under Layout). 

<span style="color: #ff991f">**Company details**</span>  
Here you can fill in the company details as they appear on the pdf of the work order. At the section Layout you can determine whether or not this is shown on the PDF.

<span style="color: #ff991f">**Header and footer**</span>  
This concerns a text that is shown at the top of the work order (header) and a text that is shown on each page at the bottom of the work order including any page numbers.

> ⚠️ Note: this is not a header and footer in the form of a jpg file, which is shown above and below each page of the work order (and the form). See the advanced settings for this.

<span style="color: #ff991f">**Layout**</span>  
In this part of the PDF settings, there are two things to set. What information do you want to show per chapter and in what order do you want to have the chapters shown.

Each chapter can be dragged to the correct position. Do you want Items above the Work periods; then you drag the three horizontal bars at the start of Item above the chapter Work periods. This way you decide in what order the different chapters are shown for the customer. 

For each chapter you can indicate whether or not this chapter should be shown, by clicking the eye-icon on or off.

If you open a chapter (by clicking on it), you will see detailed settings. In the chapter Logo and company details, for example, you can check whether or not the logo should be shown on the PDF.

![image](media://887dcbde-25a6-40ac-88e9-97875304c031)

For Item and Work periods, you can set a table with the information that is shown about the items /hours.

![image](media://7c633ede-d4ac-49bf-af0b-afb597fd3ef3)

By checking a column, it is shown on the PDF. You can also change the title of the column. If you want to show the term Article Code on the pdf instead of Code, you can easily change that in the table. The order of the columns can also be changed by dragging a column to a different position.

<span style="color: #ff991f">**Headers**</span>

Each chapter on the pdf is given a title/header. This header is shown in a <span style="color: #ff991f">color</span> and you can set that color here. This way you can make the work order even more in your own house style!

You can also adjust the words of the headers. Via the button Change pdf strings you can also change other standard words in the work order.

> ⚠️ Please note: if you change a word here, this only applies to how this term appears on the pdf. The word is not changed in the backoffice or the app.

<span style="color: #ff991f">**Advanced settings**</span>  
Simple settings have been mentioned above, but there are also advanced settings to be made in the layout of the work order. This part is also divided in several sections: <span style="color: #ff991f">Linked customers</span>, <span style="color: #ff991f">Linked work type</span>, <span style="color: #ff991f">File and attachment</span>, <span style="color: #ff991f">Forms</span>, <span style="color: #ff991f">Header/Background/Footer</span>

<span style="color: #ff991f">**Linked customers**</span>  
As mentioned before, you can make multiple PDFs. But our software must know which PDF should be used for which work order. If this is not clear, the Standard will automatically be chosen.

One of the ways to let our software know which PDF is needed for that work order is to link it to a relationship. This can be useful, for example, when you make a Dutch and a French layout. Then you want to be able to set this per customer. You can see which customers are linked to this PDF. You can  select the PDF when creating or editing the relationship, under the heading ‘PDF’.

<span style="color: #ff991f">**Linked work type**</span>  
If you have multiple PDFs and you do not want to base the distinction between them on the relationship, you can also set this up based on the work type of the work order. For example: with an installation work order, the work periods (the written hours) do not have to be shown on the PDF, but with a service work order they do.

<span style="color: #ff991f">**File and attachment**</span>  
The pdf of the work order can be sent to the customer by e-mail. Here you can set whether attachments are added to the mail that the work order has been executed.  
<span style="color: #ff991f">Disable work order attachment</span>: If this is checked, an email can be sent to the customer, but the pdf of the work order is not included in the attachment.  
<span style="color: #ff991f">Forms as separate attachments</span>: If this check mark is unchecked, the forms will be pasted under the pdf of the work order. But if the check mark is on, the forms will be sent to the customer as a separate attachment(s).  
<span style="color: #ff991f">Files as separate attachments</span>: If files have been added to the work order, they can also be sent to the customer when this check mark is on. If this check mark is unchecked, these attachments will not be sent along.  
<span style="color: #ff991f">Standard files as separate attachments</span>: If standard documents (based on the Work type and/or the customer) have been added to the work order, they can also be sent to the customer when this check mark is on. If this check mark is unchecked, these attachments will not be sent along.  
<span style="color: #ff991f">Images as separate attachments</span>: If photos have been taken in the work order (added from the backoffice or from the app), they can be shown in the work order PDF (see chapter Layout). But if this check mark is on, the photos will be added as a separate attachment to the mail to the customer.  
<span style="color: #ff991f">PDF file name</span>: Here you can set which file name the pdf of the work order gets, by dragging the green references (below Possible values) in or out of the field.

<span style="color: #ff991f">**Forms**</span>  
Here you can set what information will be on a form by default (when it is downloaded as a separate attachment). Under General you can set that the Headers (chapter layout in the form) is shown, whether the image description of the photo must be shown within the form, or the general information (execution date and employee) and the address details (customer and billing address) must be shown.  
It can also be set here which information of an [object](https://out-smart.atlassian.net/wiki/spaces/OKB/pages/891551765) should be on the form, if an object is linked to the form.

<span style="color: #ff991f">**Header/Background/Footer**</span>  
Here a jpg file can be uploaded, which will be used as a header or footer, so that it is respectively above or below each page of the pdf document. This is also implemented to the forms within the work order. This contributes to the creation of a uniform corporate identity.

The background creates a background over which the text of the work order is transferred. However, this only applies to the first page, so it is best to use this only if the work order is always limited to a single page.