To create Report templates, you must either be an Organization owner or have been granted the Manage Projects permission by the Organization owner.

Report templates can only be created and managed in the docu tools Web app.

You can find the Report templates by Clicking on the gear icon on the black bar at the top of the screen in docu tools and selecting Report templates.

Reports and their templates can only be created in Word (.docx) or Excel (.xlsx) formats. When creating or adjusting a Report template, use your normal Word or Excel user skills. Any text you enter into the template itself is static and remains the same for every report created with this template. You can adjust the styles and sizes of both the static text and the placeholder text as you wish. These settings will be considered when creating the Report.

To populate your future Report with your docu tools data, insert placeholders. These placeholders act as markers within your Template, indicating where data from docu tools should be inserted. For example, you can create a placeholder like {​{project-name}​} in the Template, which will be dynamically filled with the actual Project name in docu tools when creating the Report. There are different Lists of placeholders for Excel and for Word, as some are only available in one or the other Version. For technical reasons, placeholders must be used exclusively in English.

Example: The placeholder {​{Pin-category}​} stands for the Pin category: - {​{Pin-category}​} -> Minor defect

You can also set the formatting of the placeholder that will be displayed in the finished Report.

Example: {​{Pin-category}​} -> Minor defect

Various categories of placeholders are available:

Tip: When using Task and Pin placeholders, there is a special feature. Since Pins and Tasks often appear multiple times in a Report, the area in which these placeholders appear must be defined. This restricted area is filled with the data of a Pin or a Task and is replicated as often as the Pins and Tasks appear in the Report.

The section always starts with {​{Pins}​} or {​{Tasks}​} and ends with {​{/Pins}​} or {​{/Tasks}​}. All elements between these two placeholders are repeated according to the number of Pins or Tasks.

By effectively using these placeholders, you can create dynamic and flexible templates that accurately represent the data from your Projects, Reports, and Tasks.

To simplify the process, it's best to start with one of the Report templates provided by docu tools. These are available in both Word (.docx) and Excel (.xlsx). After Downloading, customize the Template to your needs. Change the layout, add your logo, and adjust the content to your requirements.

If you prefer to start with a blank sheet, we still recommend Downloading one of our templates and using it as a guide and reference for creating your own Template.

You can Edit the Title page with elements such as logos, images, and graphics. Use placeholders for information that you want to directly obtain from docu tools. Following the Title page, you can insert static texts such as Project descriptions or contact details, which remain unchanged as long as no changes are made to the Template. These can be separated by page breaks if necessary.

For a clear and well-structured presentation, Pin and Task data are formatted in tables. The section always starts with {​{Pins}​} or {​{tasks}​} and ends with {​{/Pins}​} or {​{/tasks}​}. All elements between the two placeholders are repeated according to the number of Pins or Tasks. This not only creates a better overview but also inserts page breaks if necessary.

Tip: If you want to insert a page break after each Pin, use the placeholder {​{page break}​}.

The static text of a Report template is displayed as specified, while the contents of the placeholders are dynamically filled with the contents from the app. Adjust both static texts and placeholder texts in style and size to your needs. These settings are automatically applied when a Report is created based on this Template.

For more information on placeholders, please read the article Placeholders.

The header and footer contain important information in a Report that is always displayed, such as the Project title, the logo, the date of the Report, page numbers, etc. Headers and footers are displayed on all pages of the Report except on the cover page.

In our pre-made Report templates, headers and footers are already integrated, starting on page 2. The headers include, among other things, the placeholders {​{project-name}​} and {​{today}​} as well as your company logo. For page numbering, we use the function included in Word. Additionally, our "Quick Print Template" includes company details such as name, address, and website in the footer.

To adapt these details to your requirements, double-Click in the header or footer. You can also use the Insert menu in Word to add and Edit headers and footers.

For Project logos, we have incorporated a special placeholder: {​{project-logo}​} This placeholder can be used instead of your conventional logo and displays the image or graphic that you have set as the logo in the Project settings.

However, we point out that the image inserted via the placeholder may be distorted or oversized. If this happens, please refrain from using the placeholder and insert the image directly into the Template. There you can clearly determine the position and size, and your header will look good in every Report.

In principle, the same applies to Excel templates as to Word templates, with the difference that there is a separate List of placeholders.

In the Excel Template, you can create Formulas and Charts that will be filled with data from docu tools in the final Report.

Once you have designed the Report template to your wishes and requirements, it is time to upload it for further use.

Please note that only the formats .docx and .xlsx can be uploaded.

Here's how:

You may have different templates for different Projects. To ensure that only the appropriate template can be used for a specific Project, it should only be Assigned to that Project. General templates can be made available for all Projects.

Assign to all Projects: - Sctivate the checkbox in the Assign to all Projects column for the Report template you want to use in all Projects.

Assign to one or more specific Projects: - Make sure the Assign to all Projects checkbox is not checked. If it is checked, deactivate it. - Navigate to the ... menu of the Report. - Select the option Assign to Projects. - Select the Projects for which you want to use the Template. - Click on the Function button Assign.

Alternatively,

Report templates can also be added or Removed from specific Projects via the Project settings. For more information on Project settings, see the article Project Settings.

Either select the option Download or Remove, depending on the desired action.

To gain a comprehensive understanding of this feature, you can also attend the part of our live seminar that deals with Reports and Templates. The seminar includes practical demonstrations and explanations and provides a visual guide to effectively using this tool. Visit the seminar at this link and improve your skills in handling Report templates.