NirmaanOne Help
How-toReviewed 2026-09-29

Set up a letterhead

Create the organization's default letterhead with its header, footer, page size and margins, upload the logo, and optionally add a project's own letterhead, so generated letters carry your branding.

Set up a letterhead

A letterhead is the branding printed around every page of a generated document: a header, a footer, the logo, and the page size, orientation and margins. Set up one for the whole organization before you start generating letters, and add one for a project that is marketed or registered under its own name.

Before you start

  • Uploading a logo needs the organization's file storage to be set up; ask your administrator if you aren't sure.
  • A project letterhead needs the project to exist, and the View permission on Projects to pick it.
  • Permissions, in the role editor's words: the View permission on Document Templates to see letterheads, the Create permission to add one and the Edit permission to change it or upload the logo. Letterheads share these permissions with templates. In the default roles the Administrator, the Sales Manager and Legal & Documentation can create and edit them.

Steps

  1. Open the account menu in the top bar, choose Settings, then the Documents tab. The Documents area opens on the first tab you may see; its tabs are Templates, Letterheads and Generated documents. See Documents.
  2. Choose the Letterheads tab. With none yet, the list reads "No letterheads yet: documents render without branding until one exists". See Letterheads.
  3. Click New letterhead. The side panel "New letterhead" opens. Under Logo it reads "Save the letterhead first, then upload a logo."
  4. Type the Name, for example "Head office" (required, unique in your organization). Leave Project on "Whole organization", and add a Description if useful.
  5. In Header, write what should print at the top of every page, and type {{ logo }} where the logo belongs, as the panel's note says. {{ }} Field in the editor's toolbar inserts a merge field such as {{ organization.name }} ("Printed at the top of every page. {{ organization.name }}, {{ project.name }} and {{ logo }} work here."). In Footer, write what prints at the bottom, such as the registered address, GSTIN and RERA registration number.
  6. Set Page size (A4, A5, Letter or Legal), Orientation, Page numbers ("Page x of y" at the bottom right) and the margins Top margin (mm), Right (mm), Bottom (mm) and Left (mm), each 0 to 80. They start at A4, Portrait, page numbers on and 20 / 18 / 20 / 18 mm.
  7. Tick Default letterhead ("Used by templates that do not pin one (organization-wide letterheads only).") and leave Active ticked.
  8. Click Create letterhead. You see "<name>" created. The panel closes and the new row reads Whole organization with a green Default badge.
  9. Click the letterhead's name to open it again. The panel "Edit <name>" shows "No logo yet." with an Upload logo button.
  10. Click Upload logo and choose the logo file: a PNG, JPEG, SVG, WebP or GIF image of up to 2 MB. You see "Logo <file name> uploaded." The panel shows the logo, the button becomes Replace logo, and the Logo column shows the file name. Close the panel with Cancel; the upload is already saved.
  11. If a project sends letters under its own name, click New letterhead again, pick the project in Project ("A project letterhead is used for that project's records."), fill its header and footer and click Create letterhead. Its Scope column shows the project.
  12. Check the result: choose the Templates tab, open a template, pick a record in the Preview panel and click Preview. The line above the page reads "<title> · <size> <orientation> · <letterhead name>" and the page shows the header and footer. See Document template.

What happens next

  • Every document generated from then on is wrapped in a letterhead, chosen in this order: the one picked on the template; else an active letterhead of the record's project; else the default organization-wide letterhead (or, if none is marked default, the first active one by name); else none.
  • Documents already generated keep the header, footer and page layout they were made with. The logo isn't copied into each document, so replacing it also changes the logo on older documents viewed on screen.
  • A template's own header and footer, when filled in, replace the letterhead's for that template. Once a template has been saved in the designer, its own page settings win over the letterhead's page size, orientation, margins and page numbers.
  • Ticking Default letterhead on another organization-wide letterhead takes the flag off this one, so there is only ever one default.
  • Next: put the starter templates into use, see Put a starter document template into use.

If something goes wrong

  • "File storage is not configured yet. Files can be attached once the object-storage settings are in place." when uploading the logo: file storage isn't set up. "Save the letterhead first, then upload a logo.": create the letterhead, then reopen it. See Files cannot be uploaded (trouble.documents.file-storage-not-configured).
  • "Please correct the highlighted fields." with nothing highlighted after choosing a logo: the file is the wrong type, empty or over 2 MB. Pick another image. Same article (trouble.documents.file-storage-not-configured).
  • "A letterhead named <name> already exists": choose another name. See Already exists (trouble.admin.already-exists).
  • "Document templates use this letterhead; change them first" when deleting one: change those templates' Letterhead first. See Template, letterhead or document cannot be deleted (trouble.documents.template-cannot-be-deleted).
  • No New letterhead button, or the panel opens read-only with only Close: your role lacks the Create or Edit permission on Document Templates. See No access (trouble.admin.no-access).

Related

  • LetterheadsScreen

    Set up the branding wrapped around generated documents: logo, header and footer, page size, orientation, margins and page numbers, for the whole organization or for one project.

  • DocumentsScreen

    The Documents area of Settings, where you manage document templates and letterheads and see every document generated or uploaded in your organization.

  • Document templatesScreen

    The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.

  • Document templateScreen

    The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • ProjectsScreen

    The list of every project in your organization, with search, type filters and shortcuts to open, set up or edit a project.

  • Design a new document templateHow-to

    Create a document template for a record type, write its wording with merge fields, repeat a table row for line items, show a block only when a condition holds, preview it against a real record and publish it so people can generate documents from it.

  • Put a starter document template into useHow-to

    Review one of the six starter templates that come as drafts, preview it against a real record, publish it, and switch on the system workflow rule that sends it automatically.

  • Generate a document from a recordHow-to

    From a booking, demand, opportunity, estimate or offer, pick a published template and a format, generate the numbered document, check it on screen and download it; every document is also listed in the organization-wide Generated documents log.

  • Document templates, published versions and letterheadsConcept

    A document template is an HTML letter with merge fields written for one record type; publishing it freezes a numbered version that generation uses while the draft stays editable, and a letterhead (the template's own, else the project's, else the organization's default) supplies the logo, header, footer and page layout around it.

  • Merge fields and filtersConcept

    Merge fields are the double-brace placeholders in document and message templates ({{ entity.demand_no }}, {{ contact.name }}) that are replaced with the record's values when a document or message is rendered; filters such as inr, words and date format the value, and Repeat row / Show when add tables and conditional blocks.

  • Files cannot be uploaded: storage is not configured, the file is too big or empty, or it went missingTroubleshooting

    Logos, stage files, signed copies and uploaded documents live in an object store set up for the installation; until it is configured uploads are refused while dates and records still save, a file must have content and stay within the size limit (25 MB for documents, 2 MB for logos), and an uploaded document can only be downloaded, not previewed.

  • Template, letterhead or generated document cannot be deleted: retire or void it insteadTroubleshooting

    A document template that produced documents, that an email template attaches or that a workflow rule uses is kept for history and is retired rather than deleted; a letterhead is deleted only once no template uses it; a generated document that was sent is voided, never deleted.

  • "Already exists" or "listed twice": the name, code, number or line must be uniqueTroubleshooting

    Names, codes and numbers are unique within their scope (the organization, a project, a tower, a set of books) so that records can be told apart, and a line can appear once on a plan, offer or account; rename, reuse the existing record, or remove the duplicate line.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.