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Add a BIRT-4 document template

Add a BIRT-4 document template

Overview

On the  XTRF Platform, you can find a number of document templates available by default. Some of those templates are prepared within the BIRT-4 version and let you generate documents, such as invoices or purchase orders, in PDF format. You can download the document templates to create the final versions of the documents for your partners, with the desired layout, and then upload them back to the XTRF Platform. You can also localize document templates when uploading them by selecting an appropriate language. The final documents can then be generated in the required language.

IMPORTANT!

Generating documents in the DOCX format is deprecated. 

BIRT-4 stands for Business Intelligence and Reporting Tools (BIRT) Luna software project, Release 4.4.0. For more information on BIRT, visit the official Eclipse website.

I. Download a document template

To make changes to the document template, you first need to download it to your local machine. To do so, perform the following steps:

  1. Go to the Configuration Menu → Templates → Document Templates 

  2. In the Document Templates view, use the filters above the list to locate the BIRT-4 templates.

    1. Set the Built-in Template filter to Yes.

    2. Set the Rendering Engine filter to BIRT 4.

       

  3. Click the icon to download the desired template and save it on your local machine. The downloaded file is in RPTDESIGN format.

  4. Customize the template using the Eclipse Environment.

II. Upload a document template

The following steps show you how to upload document templates prepared in BIRT-4. You need to have ready-to-use document template files stored on your local machine before starting the following steps.

If you want the same document available in multiple languages, you need to upload the document template for each language separately.

To upload a document template back to the XTRF Platform in order to generate documents in PDF format in the Home Portal, perform the following steps:

  1. Sign in to the XTRF Home Portal.

  2. Go to the  Configuration Menu → Templates → Document Templates 

  3. Click the Add File-based Template button in the top right-hand corner. You will be directed to the Add Document Templates page.

     

  4. Provide the name of the template you are going to upload. 

If you plan to use a certain type of template for more than one language, it might be helpful to add information about the language used to a document template name. For example, Client Invoice FR  or Project Confirmation French.  Bear in mind that you need to add a new Document Template entity for each required language to localize the template.

  1. From the Template Type drop-down list, select the correct type or the Autodetect option.

We recommend setting the template type to Autodetect. The XTRF Platform will then automatically recognize the files that will be attached to a given document template. If you select another option, please note that you might experience issues while managing document template files. For example, the document preview might be unavailable.

  1. Select the language of the document template.

  2. Decide whether the new template should be a Default one.

There can be only one default document template for each template type. Therefore, if you select the Default checkbox for a document template in a certain language, it will be used by default regardless of other language settings. 

To ensure the default language for e-mails and documents sent to clients and vendors is the same, go to the Configuration menu > Clients and Vendors and check the Default Communication Language setting for clients and vendors.

  1. Decide whether the new template should be Active and thus selectable.

  2. Click the Add files… button and select the correct .rtpdesign file on your local machine.

  3. Click the Save button. You will be directed to this template’s page.

     

  4. From the Output Format drop-down list, select PDF.

  5. (Optional) Preview the document.

    1. Select a corresponding item in the search-as-you-type field. The preview will appear below.
      The item depends on the selected Template Type. For example, for a Client Project Confirmation, you can select a project; for a Vendor Purchase Order you can select a job, etc.

  6. (Optional) Check if the template is working correctly.

    1. Select a corresponding item in the search-as-you-type field above the file preview.

    2. In the Test cases section, click the Add Test Case button.

    3. Name the test in the Add new Test Case pop-up window and click the Save button.

       

    4. Click the icon to run the test.

  7. Click the Save or Save and Exit button.