Creating a New Document

After a document template is configured, it is possible to create new documents to be filled by information of a specific table record.

To create a new document:

Click the Setup link in the top right corner of the window.

Select a table you need.

From the setup menu select Documents > Create a new document:

Document Properties.png





Enter a name of a new document. Note that the text entered in this field will be used as a caption of a document button in the user mode of TeamDesk.


Enter the common information of a new document.


The Location property specifies whether the button will be located on a record's preview page or along with the View/Edit/Delete buttons that are selected in the Table View advanced options or in either places. Furthermore, you can select the Multi-Record or Preview Page and Multi-Record button to render multi-record documents.

Also, the Hidden option can be chosen, when a document button should be excluded from the user interface, but this document can be called via Navigate action or Formula-URL.


This option allows to select icons for document buttons. You have a choice of 900+ icons covering various subjects – actions, brands, file types, symbols, animals and a lot more. The Search box above will help you to narrow down the list of choices.

Icon Dropdown.png

The icon will appear to the left of the button text: Button Icons.png

Moreover, you can activate the Hide text option, if the document name should be hidden in the User mode.

If buttons are collapsed together into a dropdown menu, the icons appear to the left of the menu item’s text:


Please note, that if more than one document with icon is included into a category the Hide text option cannot be applied.


When a document is created, there is a button displayed on a view form. This button allows to generate the document. The Category property allows to group document buttons in a drop list, as a result, the form does not look cluttered.

If category is not set, the item is rendered as a push button named after the item.

If category is set for a single item it is rendered as a push button, but named after category rather than item.

If category is set and shared between multiple items they are rendered as a dropdown button named after category with items forming a menu.


Please note that documents’ buttons and custom buttons are processed separately; their categories are not shared.

Highlight Color

Select a color to highlight the document button on a form or/and in a view. When the button is displayed alone, its background matches selected color. When the button collapses into submenu, menu item’s background uses desaturated version of the color – just like active/inactive tabs do.

Document Buttons.png


In the Template field select a document template based on which a document should be generated. If a template has not been specified, TeamDesk will generate a new template (a new template will be identical to the one created when a user clicks the Generate document template link).

Output Format

You can choose between two output formats: Microsoft Word or PDF. As a result, the output will be displayed as the docx or the pdf file. This setting is also respected when sending document via workflow email actions.


This property allows you to restrict the access to a document to a selected set of roles. A document button will not be shown to users with such roles.


If it is needed, the Views property allows you to restrict the access to the document button to a selected set of views.

If you select Output Format as PDF, Send to printer option becomes available.

With this option checked, click on a document’s button, instead of prompting to download the file will open browser’s print preview frame.

Graphical user interface, text, application

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This feature relies on browser’s ability to open the file without the help of third-party program and thus currently limited to PDF output format. However, there are known caveats due to various browser bugs and limitations:

It’s not supported on Android; the browser will download the document.

There is a weird bug in macOS Safari. On first attempt it opens preview frame just fine. But if you cancel the preview and click on the document button again, Safari issues “web page wants to print” warning and an empty document is displayed. Refreshing the page before second attempt restores the functionality back to normal.


Matching options




The Matching section is intended to set the filter criteria for the records that will include a document button that allows generating a document.


If you generate a Multi-Record document, File Name formulas should NOT refer to any columns, otherwise such formulas will be ignored. This approach is applied only for Multi-Record documents.

Advanced options



File Name

Check the Custom Formula checkbox to specify formula for document file name on document setup screen.

For example:

Graphical user interface, text, application, email

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For the Multi-Record Documents you can use only file-name formulas which do not refer to any column.

For instance:

Graphical user interface, text, application

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Click the Save button to save changes.

When a new document has been created in the Setup mode, you will be able to make documents for table records in the user mode of the TeamDesk system.

Next: Customizing Existing Documents