Letterheads
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.
Letterheads
A letterhead is the branding printed around every page of a generated document: your logo, a header and footer, and the page size, orientation and margins. Set one up for the whole organization, and optionally one per project so that project's letters carry its own name or RERA details.
Where to find it
Account menu > Settings > Documents > Letterheads.
You need the View permission on Document Templates; letterheads share that permission with templates. Without it the page shows "No access" and "You do not have permission to view letterheads. Ask your administrator."
Before you start
- Uploading a logo needs the organization's file storage to be set up. If it isn't, you see "File storage is not configured yet. Files can be attached once the object-storage settings are in place." Ask your administrator.
- A project letterhead needs the project to exist (see Projects), and you need the View permission on Projects to pick it.
What you see
The page header reads "The organization's branding on generated documents: logo, header and footer, page size and margins. Mark one as the default; a project's own letterhead wins for that project's records."
Above the grid is a search box ("Search letterheads") that matches the name and description. The list is sorted by name when it opens. No letterhead exists until you create one, and the empty grid reads "No letterheads yet: documents render without branding until one exists".
| Column | What it shows |
|---|---|
| Name | The letterhead's name, which opens it, with its description underneath. |
| Scope | "Whole organization", or the project it belongs to. A green Default badge marks the default. |
| Logo | The logo's file name, or "—" when there is none. |
| Page | The page size and orientation, for example "A4 portrait". |
| Templates | How many templates are set to use this letterhead. |
| Active | Active or Inactive. |
| (actions) | The row's icons. |
The letterhead panel
Opening or creating a letterhead shows a side panel, titled "New letterhead", "Edit <name>" or, when you can only view it, just the name.
| Field | What it means |
|---|---|
| Name | Required, up to 100 characters ("Name is required"). For example "Head office". Must be unique in your organization. |
| Project | Leave on "Whole organization", or pick a project (hint "A project letterhead is used for that project's records."). |
| Description | Optional, up to 255 characters. |
| Logo | The current logo, or "No logo yet.", with the note "PNG, JPEG, SVG, WebP or GIF up to 2 MB. Place it with {{ logo }} in the header." On a new letterhead: "Save the letterhead first, then upload a logo." |
| Header | Printed at the top of every page ("Printed at the top of every page. {{ organization.name }}, {{ project.name }} and {{ logo }} work here."). A small editor with formatting, links, images, a simple table and {{ }} Field to insert a merge field. |
| Footer | Printed at the bottom of every page. The same small editor. |
| Page size | A4, A5, Letter or Legal. Starts at A4. |
| Orientation | Portrait or Landscape. Starts at Portrait. |
| Page numbers | Prints "Page x of y" at the bottom right. Starts ticked. |
| Top margin (mm), Right (mm), Bottom (mm), Left (mm) | Required, 0 to 80. They start at 20, 18, 20 and 18. |
| Default letterhead | "Used by templates that do not pin one (organization-wide letterheads only)." |
| Active | Starts ticked. An inactive letterhead isn't picked automatically and isn't offered in the template designer. |
What you can do
New letterhead
Opens the empty panel. Fill in the fields and choose Create letterhead; you see "<name>" created. To add a logo, open the letterhead again after creating it.
- Who: anyone with the Create permission on Document Templates. In the default roles that is the Administrator, the Sales Manager and Legal & Documentation. Without it the button isn't shown.
- If the name is taken you see "A letterhead named <name> already exists".
Open
A click on the name, or the row's icon (tooltip "Open <name>"), opens the panel. The icon is a pencil when you can edit and an eye when you can only look; without edit rights the fields are greyed out and the panel has only Close.
- Who: anyone who can see this list.
Save changes
Saves your edits to an existing letterhead; you see "<name>" updated. The change applies to every document generated from then on that uses this letterhead.
- Who: anyone with the Edit permission on Document Templates.
- Greyed out until you change something. No reason is shown on hover (see Greyed-out buttons).
- Ticking Default letterhead on an organization-wide letterhead takes the default flag off every other organization-wide letterhead, so there is only ever one.
Upload logo
Shown in the panel of a saved letterhead as Upload logo, or Replace logo when it already has one. Choose a PNG, JPEG, SVG, WebP or GIF image of up to 2 MB. You see "Logo <file name> uploaded." The logo is placed in the header where {{ logo }} sits (the panel's note says "Place it with {{ logo }} in the header."); add that field to the header if it isn't there yet.
- Who: anyone with the Edit permission on Document Templates.
- A file of the wrong type, an empty file or one over 2 MB is refused. The panel then shows "Please correct the highlighted fields." without highlighting anything; check the file's type and size and try again.
Delete
The bin icon (tooltip "Delete <name>") asks "Delete letterhead" with "Delete <name>? Templates that use it must be changed first." Choose Delete; you see "<name>" deleted. The logo is removed as well.
- Who: anyone with the Delete permission on Document Templates. In the default roles that is the Administrator and Legal & Documentation. Without it the icon isn't shown.
- If a template is set to use it, the dialog shows "Document templates use this letterhead; change them first". Open those templates and change their Letterhead.
Statuses
- Active / Inactive: whether the letterhead can be chosen automatically or picked in a template.
- Default: the organization-wide letterhead used when a template doesn't pick one and the record's project has no letterhead of its own.
Things to know
- Which letterhead a document gets. In order:
- the letterhead picked on the template itself;
- otherwise an active letterhead of the record's project (the one marked default first, then by name);
- otherwise an active organization-wide letterhead: the default one, or if none is marked default, the first by name;
- otherwise none, and the document prints without branding. This lets a project that is registered or marketed under its own name send letters on its own letterhead without touching the templates.
- A template's own header and footer win. When a template has its own header or footer, it replaces the letterhead's for that template. The logo still comes from the letterhead.
- Page settings layer up, and a saved template wins. The letterhead's page size, orientation, margins and page numbers apply first; anything set in the template's page settings overrides them. The template designer always stores a value for every page field once the template is saved there, so the letterhead's page layout only reaches templates that were never saved in the designer (such as untouched starter templates). Set the same values on the template if it should follow the letterhead.
- Replacing a logo changes old documents on screen. The logo isn't copied into each document; it is read from the letterhead when a document is shown or rendered again. A new logo therefore also appears when someone opens an older document on screen, or downloads it in the format other than the one it was generated in. The copy stored at generation time keeps the old logo.
- The Templates count shows only templates set to this letterhead today. It doesn't count published versions or documents made with it earlier. Deleting a letterhead that published versions still used makes those versions fall back to the usual choice: the record's project letterhead, else the organization's default.
- An inactive letterhead keeps working where it is picked. Marking it inactive stops it being chosen automatically, but a template already set to it keeps using it.
- The field list in the header and footer is the booking's. A letterhead wraps documents of every record type, so stick to fields every record has, such as {{ organization.name }}, {{ project.name }} and {{ logo }}. A booking-only field prints blank on a demand letter or a receipt.
- There is no History button on this page; changes to letterheads are recorded in the Audit log.
- Your organization can rename the grid's column titles (see Renaming screen labels), so your screen may use different words.
Related
Related
- 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.
- DocumentsScreen
The Documents area of Settings, where you manage document templates and letterheads and see every document generated or uploaded in your organization.
- Audit logScreen
The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.
- Greyed-out buttonsScreen
Why a button is grey and can't be clicked, where to read the reason, and why some buttons are missing altogether.
- Renaming screen labelsScreen
Change the wording of field names, tabs, column titles and sidebar items to your organization's own terms, on one screen or everywhere, and reset them to the built-in text.
- ProjectsScreen
The list of every project in your organization, with search, type filters and shortcuts to open, set up or edit a project.
- 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.
- Set up a letterheadHow-to
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.
- 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.
- 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.