Design Document Layout

You can edit the document template to include header, footer, images, background, add new pages, and adjust page settings.

Pages

Workday automatically adds extra pages as needed. To insert a new page manually, you can:

Use

Insert

Add new page

tab on the top.

Scroll down to the end of the document you are working on and click

Add new page

Page Settings

Workday enables you to define various page size, units, orientation, margins, header height and margins, and footer height and margins. You can:

Use

File

Document Settings

tab on the top bar.

Click the

Page Settings

icon on the left side of the editor to open the page settings panel.

Use

File > Document Settings

tab on the top bar of the editor to open the page settings panel.

Headers and Footers

You can add several headers and footers, and use condition rules to control which one displays in your resulting document. Header and footer settings apply to all pages. You can't control individual header and footer values per page. When the document prints, the first header and footer with a true condition rule (or if there's no condition rule) displays.

To add a header, click the

Manage Headers

icon, click

Insert Header

and select an element (text, image, or table). Use the right panel for formatting the element. After you insert the first element, you can insert more elements by using the icons in the left panel.

To add a footer, click the

Manage Footers

icon, then click

Insert Footer

. and select an element (text, image, or table). Use the right panel for formatting the element. After you insert the first element, you can insert more by using the icons in the left panel.

To delete a header or footer, click the header without selecting any elements inside it. Then in the right panel, click the actions (three-dot) menu and select

Delete Header

Delete Footer

To move a header or footer up or down, click an arrow to the left of the header or footer, or click the actions (three-dot) menu in the right pane and select

Move Up

Move Down

To view and adjust the content layout, click

Document Settings

icon and specify the page setting, orientation, and margins.

Page Numbers

You can add automatic page numbering by inserting one or two data fields into a text or table element inside the header or footer. You can:

Click the

Insert Page Numbers

icon on the end of the top toolbar of the editor.

If you want only the current page number, select

Current Page

. If you also want the page total to display, select

Total Pages

When you insert both, the page numbers will look like this:

Managing Text

The document template editor uses a grid-like structure for text elements, similar to a table, that helps you precisely align the content you add to the template. You can insert a text element above, below, or to the right or left of an existing element.

To add text, click the

Insert Text

icon.

Move the cursor to hover at the edge of an existing element. You can insert a text element along the top, bottom, and sides of an existing element. An orange indicator displays to show the location where you will be inserting the text. Click to insert the text element.

To align and edit the text, use the tool bar.

To delete content inside the text box, use the

Delete

key on your device.

To delete the entire text box, click it and navigate to the right panel. Select

Delete

under the

Format

tab.

When you copy and paste from a text block to the document template, Workday doesn't preserve condition rules and data fields. You need to recreate them.

Background and Images

Workday enables you to insert both images and background image. You can insert an image above, below, or to the right or left of an existing element. You can also add them to the header or footer. You can apply a different background images to each page.

To insert an image, click the

Insert Image

icon and navigate to the image that you want to insert.

Move the cursor to hover at the edge of an existing element. An orange indicator displays to show the location. Click to insert the image. Use the right panel to adjust the size, alignment, and other image settings.

The maximum size for each image is 7MB.

You can upload up to 22MB of images to a document template.

To delete an image, click it and navigate to the right panel. Select

Delete

under the

Format

tab.

To insert a background image, navigate to the top menu bar and select

Insert

Background Image

. On the pop-up page, specify the page number where you want to insert the background image.

Click

Select Image

and navigate to the image. Click

Save

To delete a background image, navigate to the top menu bar and select

Insert

Background Image

. On the pop-up page, specify the page number of where the background image is and click

Delete Background Image

Save

Tables

You can insert a table element above, below, or to the right or left of an existing element. Document template doesn't support condition rules on table cells. However, you can set a condition rule on a full row, a full column, or on the entire table.

To insert a table, click the

Insert Table

icon and choose the number of columns and rows to start with.

To delete the table, click the circle in the top left table corner, then click the

Delete

(trash can) icon in the right pane. Use the right panel to format the cells, the table, and set row-column headers.

Add a column or row, click a column or row heading, then click the + icon where you want to insert a new column or row.

To resize table columns, hover over the column edge, click the resize indicator, and drag.

To delete content in the table fields, use the

Delete

key on your device.

To delete the entire table, click it and navigate to the right panel. Select

Delete

under the

Format

tab.

The tables with repeater rows in the document follow the row order in the quote grid.

Subtotals in Tables

You can group and subtotal data in a table that includes repeating data rows and numeric or currency data fields. When you create the table row:

Insert the repeating data field to group by in the first column.

Insert a numeric or currency data field to subtotal by in the last column.

Then select the table row you want to subtotal and click the

Subtotal Repeating Row

toggle in the

Format

tab on the right panel.

A repeating data row in a table that is enabled for subtotals, displays a subtotal indicator to the left of the row. When you print the document layout, a new row with a subtotal value in the last column displays below the group of data rows in the table.

See the video for detailed steps.

Data Fields

To insert a data field:

Ensure that the

Data Fields

tab is active in the right panel. Any previously added data fields display in the panel.

Make sure your cursor is in a text area (text element or table cell).

To add the data field, scroll to the right panel and click the

icon next to the data field that you want to add. The data field displays as highlighted element.

Use the

field to find additional data fields that you want to add, then click the

icon.

To delete a data field, click it and then press the

Delete

key.

You can update dynamic data fields and tables in a quote document without losing other manual edits you made directly in the document by using the

Refresh Document Data

button.

Condition Rules

When the report associated with the layout has boolean (true or false) fields, you can use those fields as condition rules and apply to the document template. If the condition is true when the report runs, the conditionalized content displays. If the condition is false, the content is hidden.

To apply a condition rule:

Make sure the

Conditions

tab is active in the right panel.

Select the text or the element that you want to apply a condition to. Condition rules that were applied already, display in the right pane.

To apply a rule that you used already elsewhere, click the

icon next to the rule that you want to apply. The condition rule displays in the element as highlighted text or element.

To find and apply a condition rule that you haven't used yet, click

Apply Condition Rule

, search for the rule to use, and click the

icon next to the rule.

To delete an individual rule, select the content with the rule, then click the actions (three-dot) menu next to the rule in the panel and click

Remove Instance

. If you applied this rule to other content in the layout, those rules are preserved; only the rule on the selected content is removed.

Notes

The right panel updates to show all the conditions that have been applied to your layout.

You can insert a condition rule to all content types, including data fields.

The document template doesn't support condition rules on table cells; however, you can set a condition rule on a full row or a column.

Click the eye indicator to display or hide content that has an applied condition rule.