Excel (XLSX)

Getting Started

You can use Excel Spread Sheets ( .xlsx is the supported format ) as your document template, you can build your document in Ms Excel, Google Sheets or other supporting platforms and then upload it to Docupilot as a .xlsx file. Replace the info in excel sheet like client name, client company name to {{client.name}} and {{client.company}}.

Uploading XLSX

Updating XLSX

If you want to make changes to your Excel Spread Sheet make changes in MS Excel, Google Sheets etc , and upload it to Docupilot as a .xlsx file.

Types of Merge Fields

Docupilot supports a variety of merge fields for you to use.

• Tokens (Merge Field)

• Condition (if-else)

• Iterating inside a cell

• Tables

Tokens (Merge Field)

These are simple fields embraced in {{}}. When you provide your custom data, Docupilot will replace these fields with the data. For example {{email}}, {{clientname}}, {{company_name}}.

If you want to group your fields you can use dot(.) while defining the tokens. For example your client has first name & last name, you can write the tokens as {{client.first_name}}, {{client.last_name}}.

Condition (if-else)

You can use conditional statements to show or hide contents based on your data. For example, If you are creating an invoice, you want to display CASH if the payment_mode is cash, else if the payment_mode is the card you want to show CARD.

{{#if (payment_mode == "cash")}}
CASH
{{else if (payment_mode == "card")}}
CARD
{{else}}
Please Insert preferred Mode of Payment{{/if}}

To use conditional statement for checking inverse or negation of a condition, use the not in the condition. For example, to add an instruction requesting to add secure link if payment mode is not available on record:

{{#if (not payment_mode)}}
Please Add your payment details in this secure link: <your secure payment link>
{{/if}}

You can use the conditional statements in the following ways

• if

• if-else

• if-else if

• if-else if-else

• if-else if-else if

• if-else if-else if-else

• and so on...

Below are a few examples:

Hiding Empty Sections & Lines

In the following example, when the address field has a value, it gives desired outcome. If the address is empty, it leaves an empty line in the output.

{{customer_name}},
{{#if address}}{{address}},{{/if}}
{{city}}, {{country}}

customer_name = John Doe
city = NY
country = US

John Doe,

NY, US

customer_name = John Doe
street = WinWood St.
city = NY
country = US

John Doe,
WinWood St.,
NY, US

To hide empty lines, we should open the if condition in previous line or close it in next line. Here are examples on how the output will look like when street address is passed and when it is not:

{{customer_name}},{{#if street}}
{{street}},{{/if}}
{{city}}, {{country}}

customer_name = John Doe
city = NY
country = US

John Doe,
NY, US

{{customer_name}},{{#if street}}
{{street}},{{/if}}
{{city}}, {{country}}

customer_name = John Doe
street = WinWood St.
city = NY
country = US

John Doe,
WinWood St.,
NY, US

{{customer_name}},
{{#if street}}{{street}},
{{/if}}{{city}}, {{country}}

customer_name = John Doe
city = NY
country = US

John Doe,
NY, US

{{customer_name}},
{{#if street}}{{street}},
{{/if}}{{city}}, {{country}}

customer_name = John Doe
street = WinWood St.
city = NY
country = US

John Doe,
WinWood St.,
NY, US

Iterating inside a cell

Multiple entries inside a cell can be incorporated by using the following syntax.

Tables

Dynamic tables allow a template to repeat a row for each item in a list, automatically adjusting during merging. Instead of setting a fixed number of rows, use loop tags {{#each ...}} ... {{/each}}. The result is a well-organized table—ideal for invoices, order summaries, schedules, or reports where record count changes.

Following are different ways in which a Dynamic Table can be created:

Simple Table

A simple and straight forward table which addresses most use-cases. To create a simple table which repeat one or many rows for each item in a list, follow these instructions:

1. Identify the cell where table should start. (ex: B3)

2. Identify number of columns that are to be repeated as part of the Dynamic Table. (ex: 3)

3. Now, merge the number of cells starting from the start cell. (ex: Merge B3 -> D3)

4. Add the loop's opening tag {{#each YOUR_TOKEN_NAME}} . (ex: {{#each invoice_items}} )

5. In the next row, add the content for your columns.

   1. The content in each cell can be a dynamic placeholder (like {{name}}) or fixed text (like Item Name) or a combination (like Item Name: {{name}}).

   2. Formatters/Modifiers can be used to format or style dynamic data in a cell. (For example, adding {{upper name}} in B4 will display the names in uppercase.)

   3. For ex: consider an invoice invoice, where the item name, qty, and price are to be printed in 3 adjacent columns. Just {{name}} , {{quantity}}, and {{price}} in cells B4, C4 and D4

6. If another row is to be repeated configure the next row as mentioned in 5.a. This can be done for as many rows as desired.

7. Once the repeated rows are configured, in the next row merge the cells similar to what was done in step 3. (ex: Merge B5 -> D5)

   1. Merged cell width should be same as the number of columns that need to be repeated. This is also same as the width of the cell where loop's opening tag is added.

8. Add the loop's closing tag {{/each}} in this merged cell (ex: add {{/each}} in merged cell B5)

Below is an example screenshot from an excel template which uses Dynamic table to print list of invoice line items. This example also demonstrates calculating the total price using aggregate modifier.

Nested Tables

A Nested Table is more than 1 simple table nested inside one another. Nested tables allow you to repeat a nested list of items. For example, to print a list of Departments and Employee details in each Department.

To create a nested table, follow the same instructions as explained under Simple Tables. When configuring the cells after creating the opening cell, follow the same instructions atop to create a child dynamic table.

The image below depicts a Dynamic Table that iterates over a list of departments, prints the Department's name and then iterates over a list of Employees in each Department and prints their ID, Name, Designation and Salary.

Legacy Tables

This section acts as a reference for templates that use older Dynamic Table syntax. This syntax has many limitations and is not recommended for use.

Syntax: {{table:YOUR_LIST.PROPERTY_NAME}}

Example:

• {{table:line_items.name}}

• {{table:line_items.qty}}

• {{table:line_items.amount}}

Here for the field named line_items – name, amount and qty are defined as the property of each line_item. The image below shows how this example looks like when implemented.

Inserting a dynamic image

An image can be dynamically added into XLSX template from a URL. The URL should be a publicly available URL. To add image dynamically, add the following syntax in one of the desired cells:

Syntax : {{insert_image image width="width" height="height"}}

Example: {{insert_image image width=300 height=300}}

If you want to automatically adjust the height to keep proportions, you can use: {{insert_image image width=300}}

Similarly to automatically adjust the width to keep proportions, you can use {{insert_image image height=300}}

Adjust orientation for output PDF

To generate a PDF in landscape mode from an XLSX template, follow these steps:

1. Open your XLSX template and navigate to the 'Page Layout' settings.

2. Select 'Page Orientation' and choose 'Landscape.'

3. Upload the XLSX template to Docupilot, and the output will be in landscape format when converted to PDF.