Templates turn your WrkLst records into documents, PDFs, Word files and spreadsheets on your own letterhead, in one click from any list of works, a sale, a shipment or an exhibition. You set them up under Settings → Templates, or let us build them for you.
How templates work
Every template has a Data source (Works, Contacts, Sale (Invoice), Sales (Report), Consignment, Shipment (Proforma), List of Works, List of Contacts, Exhibition or Bio) and a Format: HTML → PDF, Excel, PDF (no HTML needed), CSV, JSON (WrkLst transfer), Word .docx (Mustache) or Invoice document (configurable, PDF). Once saved, the template is offered in the share menu of every record of that kind. Add a template opens a gallery of ready-made starting points; Start from a blank template begins from nothing.
Settings → Templates.
The document is created on our servers and downloads by itself when it is ready, even if you close the tab. The Downloads menu in the header shows its progress and lets you retry or clear a failed export.
Ready-made PDF layouts for your works
With the format PDF (no HTML needed) you set the whole document up in a form. Under PDF document you choose the Layout:
- List — one work per row: a small picture, the caption and the details you pick.
- Full page — one work per page: a large picture with the details underneath.
- Images — every picture on its own page: each picture sized to the artwork with its caption underneath, no letterhead and no page numbers. At download time you choose between one PDF and single images with the caption inside the picture, and what the caption says.
Resolution, Include works without images, Font, Font size, Image size and an optional Document title complete the page. Under Letterhead, tick Print a letterhead, choose the Logo (Use the account logo, Use a different logo or No logo), add your Letterhead lines such as company, address and website, and decide whether to Repeat on every page. Under Footer, tick Print a footer, add your Footer lines and tick Print page numbers.
The account logo is set once under Settings → General Account → Presentations and used everywhere; a single template can still use a different logo, or none.
Word templates
With the format Word .docx (Mustache) you upload your own Word file under Template files; the first file (★) is the default style, and you can add further styles. Default download format decides whether the result arrives as PDF or Word DOCX, and Image quality sets the resolution of the pictures. The download icon next to a file name gives you the Word file a template is built on, handy for editing it or reusing it in another template.
Choosing what goes in
Under Fields you select which fields are customisable when exporting and which are selected by default. When you download a document, Customize lets you pick the fields, set the start position on a label sheet and, for Word templates, choose the style and PDF or Word.
The invoice document
For a sale, the format Invoice document (configurable, PDF) assembles the invoice from elements you switch on and arrange: recipient address, invoice details, title, introduction, positions with pictures, totals, payment terms, closing text, terms from the sale, signature and tax notes, with your logo, a stationery PDF, letter or A4, and a live preview. The same document is used for downloads and, once invoice bookkeeping is on, for issued invoices. A template can belong to one Location, so only sales from that space are offered it.
Documents for a single record
A PDF or Word document for a single sale, exhibition or shipment can be generated straight from the work page wherever you have the share permission and templates set up. The cost report of an exhibition or consignment needs no template: expand Production & expenses and download it as a PDF or a spreadsheet.
We build custom templates for you
We create templates tailored to how your organisation works. Once a template is in place, the document is generated straight from your WrkLst records, with no copying and no reformatting. Typical templates include tear sheets, checklists, consignment forms, condition reports, invoices and full work reports, all with your letterhead and fonts applied.
To request one, contact us through the in-app support messaging feature or email support@wrklst.art. Send examples of the documents you want to produce, preferably as Microsoft Word files: your existing paperwork tells us how your documents are laid out and which fields matter to you, which makes the result far closer to what you had in mind.