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Templates

Templates are reusable designs for generating PDF and Excel documents. Rynko allows you to create document templates using a visual editor, then generate documents with dynamically populated data via a single API call.

Environment Context

Templates are environment-scoped. Each environment maintains its own collection of templates. You must have an environment selected to create or manage templates.

Learn more about Projects & Environments.

Overview​

The Templates page is your central hub for managing all document templates within your current environment. You can create, edit, organize, share, and archive templates from this interface.

Template Types​

PDF Templates​

  • Purpose: Generate professional PDF documents
  • Components: Text, images, tables, charts, conditionals, loops
  • Output: PDF files with your data and formatting
  • Use cases: Invoices, reports, certificates, contracts, receipts

Excel Templates​

  • Purpose: Generate dynamic Excel spreadsheets
  • Components: Text, tables, formulas, conditional formatting
  • Output: Excel files (.xlsx) with data and calculations
  • Use cases: Financial reports, data exports, analytics, budgets

Templates Page Layout​

Search and Filters​

Search bar (top-left):

  • Search by template name
  • Search by description
  • Real-time filtering as you type

Filter options:

  • Type: All, PDF, Excel
  • Status: All, Published, Draft
  • Folder: All folders, or specific folder
  • Shared: All, Shared with me, My templates

Sort options:

  • Name (A-Z or Z-A)
  • Last modified (Newest or Oldest)
  • Most used
  • Created date

Template Grid View​

Templates are displayed as cards showing:

Template Card Information:

  • Template thumbnail/preview
  • Template name
  • Template type badge (PDF/Excel)
  • Status indicator (Published/Draft)
  • Last modified date
  • Usage count (number of times generated)
  • Shared indicator (if shared)

Quick Actions (on hover):

  • Edit - Open in designer
  • Duplicate - Create a copy
  • Share - Share with project
  • Delete - Move to trash

Creating a New Template​

Step 1: Click "Create Template" Button​

Located in the top-right corner.

Step 2: Choose Template Type​

Options:

  1. PDF Template - For generating PDF documents
  2. Excel Template - For generating spreadsheets

Step 3: Name Your Template​

  • Give it a descriptive name
  • Add an optional description
  • Select a folder (optional)

Step 4: Design Your Template​

You'll be redirected to the template designer where you can:

  • Drag and drop components
  • Add variables for dynamic data
  • Configure formatting and styles
  • Preview with sample data

Template Organization​

Folders​

Organize templates into folders for better management.

Creating folders:

  1. Click "New Folder" button
  2. Enter folder name
  3. Optionally set folder color
  4. Click "Create"

Moving templates to folders:

  1. Select one or more templates
  2. Click "Move to folder" from bulk actions
  3. Choose destination folder

Folder features:

  • Nested folders (up to 3 levels deep)
  • Drag-and-drop templates between folders
  • Folder-level permissions
  • Collapsible sidebar navigation

Template Management​

Publishing Templates​

Draft vs. Published:

  • Draft: Work in progress, not available via API
  • Published: Live and available for document generation via API

To publish a template:

  1. Complete template design
  2. Click "Publish" button in designer
  3. Confirm publication
  4. Template becomes available immediately

Template Versioning​

Every time you publish a template, a new version is created.

Version features:

  • Automatic version numbering (v1, v2, v3...)
  • View version history
  • Revert to previous version
  • Compare versions side-by-side

To view versions:

  1. Open template
  2. Click "Version History" in top menu
  3. Browse all versions
  4. Click "Restore" to revert

Duplicating Templates​

Create a copy of an existing template as a starting point.

Steps:

  1. Find the template you want to duplicate
  2. Click the "..." menu on the template card
  3. Select "Duplicate"
  4. Enter a new name
  5. New template is created as a draft

Use cases:

  • Create variations of existing designs
  • Test changes without affecting original
  • Share base templates across project

Sharing Templates​

Share templates with project members.

Permission levels:

  • View: Can see and use template
  • Edit: Can modify template
  • Admin: Can delete and manage sharing

To share a template:

  1. Click "Share" button on template
  2. Enter project member email or select from list
  3. Choose permission level
  4. Click "Share"
  5. Project member receives notification

Template Variables​

Templates support dynamic variables that are replaced with actual data when generating documents.

Defining Variables​

In the template designer, you can define:

  • Simple variables: {{firstName}}, {{orderTotal}}
  • Object variables: {{customer.name}}, {{order.items}}
  • Constants: COMPANY_NAME, SUPPORT_EMAIL
  • Calculated variables: Formulas and expressions

Using Variables​

Variables are inserted using double curly braces:

Hello {{firstName}},

Your order #{{order.id}} totaling {{order.total}} has been confirmed.

Bulk Operations​

Select multiple templates to perform bulk actions:

Available bulk actions:

  • Move to folder
  • Change status (Publish/Draft)
  • Delete
  • Export
  • Duplicate

To perform bulk actions:

  1. Click checkboxes to select templates
  2. Click "Bulk Actions" dropdown
  3. Choose action
  4. Confirm if prompted

Template Search Tips​

The search bar supports simple text search across template names and descriptions. Use the filter dropdowns to narrow results by type, status, folder, or sharing.

Search examples:​

  • Type invoice to find templates with "invoice" in the name or description
  • Type report to find all report templates
  • Combine text search with the Type filter set to "PDF" to find PDF templates matching your search

Template Best Practices​

Naming Conventions​

Use clear, descriptive names:

  • ✅ Monthly Invoice PDF - v2
  • ✅ Sales Report Excel - Q4
  • ❌ template1
  • ❌ test pdf

Organization​

  • Use folders: Group related templates
  • Archive old templates: Don't delete, archive instead
  • Regular cleanup: Review and archive unused templates quarterly

Variables​

  • Use descriptive names: customerName not cn
  • Document requirements: Add description of required variables
  • Set defaults: Provide fallback values when possible

Testing​

  • Preview before publishing: Always preview with sample data
  • Check all variables: Ensure all variables have valid data
  • Test different data sizes: Verify tables and loops handle varying amounts of data

Common Questions​

Can I restore a deleted template?​

Yes, deleted templates are moved to trash and retained for 30 days. Go to Templates → Trash to restore.

How many templates can I create?​

Unlimited on all plans. There's no limit to the number of templates you can create.

Can I export/import templates?​

Yes! Each template can be exported as a JSON file and imported into another account.

Do templates count towards my document limit?​

No, templates don't count towards any limits. Only generated documents count.

What's Next?​

Need help? Contact support@rynko.dev or check our FAQ