Concept: Editing Docs Templates

Action	Notes
Add text	When you copy and paste from a text block to a Docs template, Workday doesn't preserve condition rules and data fields in the Docs template. The Docs template editor and the PDF previewer use the Roboto font. The editor is in pixel units and the font selection can't be changed. Workday Docs doesn't support reusable content among templates. Content that exists in multiple templates isn't linked and doesn't automatically update if you change it in 1 template. The size limit for body content, including images, in the Docs template and the generated document is 30MB. When you try to insert content that exceeds the limit, Workday displays an error message and doesn't save the change.
Manage headers and footers	Click Layout Headers & Footers to open the header and footer text editor. To delete a header or footer, click the actions menu next to the header or footer and then click Delete . Docs doesn't support reordering headers and footers, so you need to delete and re-add them if you want to change the order. Notes : If you add more than 1 header or footer, you must add a condition rule to each header and footer. When you preview a document, only 1 header or footer displays. Docs always shows the first header/footer listed until you hide its corresponding condition rule, then it shows the next header/footer listed until you hide its corresponding condition rule, and so on. When generated, the first header and footer with a true condition rule displays. The user who has access to the document generation task can edit and delete headers and footers if there are multiple headers/footers with a true condition rule. Header and footer settings apply to all pages; you can't control individual header and footer values per page. Defaults: Header Height: 96 pixels (or 1 inch) Footer Height: 48 pixels (or 0.5 inches) Left/Right Margins: 96 pixels (or 1 inch) Maximum values: Header Height (header + top margin): 234 pixels (or 2.44 inches) Footer Height: 431 pixels (or 4.49 inches) Left/Right Margins: 408 pixels (or 4.25 inches) Overall size limit for all headers combined is 5MB. Overall size limit for all footers combined is 5MB. Minimum values: Header Height (header + top margin): 2 pixels (or __ inches) Footer Height: 2 pixels (or __ inches) Left/Right Margins: 0 pixels (0 inches)
Manage data fields	To insert a data field, click Insert Data Field . Highlight text, or place your cursor in the document, and click the + icon next to the data field. To view all data fields added to the document, open the Manage Data Fields panel. To delete an individual data field, right-click the field in the editor and select Delete . To delete all instances of a data field, click the actions menu next to the data field in the panel and then click Delete . To replace all instances of a data field, click the actions menu next to the data field in the panel and then click Replace All . Find the new field, and when you click the Add (+) icon, Workday replaces all instances with the new field. Workday Docs doesn't support data fields that require prompts. Workday Docs doesn't support converting data fields; you need to redefine them in your Docs template. To create a new data field, you can navigate directly from the Insert Data Field dialog to the Create Data Field task by clicking Create New at the bottom of the dialog.
Manage condition rules	To insert a condition rule, click Insert Condition Rule ; start typing a rule name to find it. Click the + icon to add a blank condition rule (with no content), or highlight text in the document before clicking the + icon next to the condition rule. You can add a condition rule to all content types, including data fields. To view all condition rules added to the document, open the Manage Condition Rules panel. Click the eye indicator to display or hide content applied to the condition rule. To delete an individual rule, right-click the field in the editor and select Delete . To delete all instances of a rule, click the actions menu next to the data field in the panel and then click Delete . To replace all instances of a rule, click the actions menu next to the rule in the panel and then click Replace All . Find the new rule, and when you click the Add (+) icon, Workday replaces all instances with the new rule. To create a new condition rule, you can navigate directly from the Insert Condition Rule dialog to the Create Condition Rule task by clicking Create New at the bottom of the dialog. Docs doesn't support conditionally exchanging table cells, rows, or columns. Instead, we recommend either wrapping the content within the cell in a condition rule or wrapping the entire table in a condition rule and using 2 separate tables.
Manage language instances	To add a language instance, select Language Add Language . To change the base language, select Language Add Language and select the base language you want. After you change the base language, any new language instances that you create will contain the new base language content; existing template language instances will retain the same content. To delete a language instance, select it in the Languages dialog and click the X icon. You can't delete a language if it's assigned as the base; select another language as the base first.
Manage tables	To add a table, click Add table . A dashed line shows the table placement. In a table you can: Add a column or row: Click the blue circle near a column or row. Set a cell color: With the cursor in a cell, click the Background Color icon and select a color. Set a border color: With the cursor in a cell, click the Borders icon, then the Edit icon, and select a color. Merge cells: Select the cells and click Merge cells . Add a border: Select table cells or the entire table and click the Borders icon. By default, tables don't have borders. Resize table columns: Hover over the column edge, click the resize indicator, and drag. Delete a column or row: Click the blue line near the column or row and click Delete row or column . To delete the table: Click the blue circle in the table corner and click Delete row or column . About tables and condition rules: Workday Docs doesn't support the ability to conditionally use different table cells, rows, or columns. We recommend either wrapping the content within the cell in condition rules, or wrapping the entire table in a condition rule and creating a separate table for each condition.
Insert an image	Click Insert image and navigate to the image. The maximum size for each image is 7MB. You can upload up to 22MB of images to a template.
Insert page numbers	From the header or footer menu, click the Page Number icon to insert the page number. If you want to create a running page number and total, you can include text along with the page number values. Example: Page Page [Current] of Page [Total] .
Insert a page break	Click Insert Page Break .
Add a link	Click the Insert Link icon to add a URL directly into the text. Highlight text and then click the Insert Link icon to create a hyperlink in the text.
Lock content	Highlight text in the document and click Lock Content . After you lock content, users with access to the document generation step can't edit it; however, users can still delete text even if it's locked.
Change fonts	The Docs template editor and the PDF previewer use the Roboto font. Workday Docs doesn't support changing the font; however, you can change the text style (paragraph style and headlines).
Undo or redo your changes	To undo a change, press Ctrl+Z (Windows) or Command+Z (Mac). To redo a change, press Ctrl+Y (Windows) or Command+Y (Mac).
Preview a document	Click Preview . Use the Manage Condition Rule panel to show or hide content assigned a condition rule before previewing the document. Only 1 header or footer displays. Show or hide a condition rule to see the associated header or footer.

Add text

When you copy and paste from a text block to a Docs template, Workday doesn't preserve condition rules and data fields in the Docs template.

The Docs template editor and the PDF previewer use the Roboto font. The editor is in pixel units and the font selection can't be changed.

Workday Docs doesn't support reusable content among templates. Content that exists in multiple templates isn't linked and doesn't automatically update if you change it in 1 template.

The size limit for body content, including images, in the Docs template and the generated document is 30MB. When you try to insert content that exceeds the limit, Workday displays an error message and doesn't save the change.

Manage headers and footers

Click

Layout

Headers & Footers

to open the header and footer text editor.

To delete a header or footer, click the actions menu next to the header or footer and then click Delete
. Docs doesn't support reordering headers and footers, so you need to delete and re-add them if you want to change the order.

Notes
:

If you add more than 1 header or footer, you must add a condition rule to each header and footer.

When you preview a document, only 1 header or footer displays. Docs always shows the first header/footer listed until you hide its corresponding condition rule, then it shows the next header/footer listed until you hide its corresponding condition rule, and so on.

When generated, the first header and footer with a true condition rule displays. The user who has access to the document generation task can edit and delete headers and footers if there are multiple headers/footers with a true condition rule.

Header and footer settings apply to all pages; you can't control individual header and footer values per page.

Defaults:

Header Height: 96 pixels (or 1 inch)

Footer Height: 48 pixels (or 0.5 inches)

Left/Right Margins: 96 pixels (or 1 inch)

Maximum values:

Header Height (header + top margin): 234 pixels (or 2.44 inches)

Footer Height: 431 pixels (or 4.49 inches)

Left/Right Margins: 408 pixels (or 4.25 inches)

Overall size limit for all headers combined is 5MB.

Overall size limit for all footers combined is 5MB.

Minimum values:

Header Height (header + top margin): 2 pixels (or __ inches)

Footer Height: 2 pixels (or __ inches)

Left/Right Margins: 0 pixels (0 inches)

Manage data fields

To insert a data field, click

Insert

Data Field

. Highlight text, or place your cursor in the document, and click the

+

icon next to the data field.

To view all data fields added to the document, open the Manage Data Fields panel.

To delete an individual data field, right-click the field in the editor and select Delete
.

To delete all instances of a data field, click the actions menu next to the data field in the panel and then click Delete
.

To replace all instances of a data field, click the actions menu next to the data field in the panel and then click Replace All
. Find the new field, and when you click the Add (+) icon, Workday replaces all instances with the new field.

Workday Docs doesn't support data fields that require prompts.

Workday Docs doesn't support converting data fields; you need to redefine them in your Docs template.

To create a new data field, you can navigate directly from the Insert Data Field dialog to the Create Data Field task by clicking

Create New

at the bottom of the dialog.

Manage condition rules

To insert a condition rule, click

Insert

Condition Rule

; start typing a rule name to find it.

Click the +
icon to add a blank condition rule (with no content), or highlight text in the document before clicking the +
icon next to the condition rule. You can add a condition rule to all content types, including data fields.

To view all condition rules added to the document, open the

Manage Condition Rules

panel. Click the eye indicator to display or hide content applied to the condition rule.

To delete an individual rule, right-click the field in the editor and select Delete
.

To delete all instances of a rule, click the actions menu next to the data field in the panel and then click Delete
.

To replace all instances of a rule, click the actions menu next to the rule in the panel and then click Replace All
. Find the new rule, and when you click the Add (+) icon, Workday replaces all instances with the new rule.

To create a new condition rule, you can navigate directly from the Insert Condition Rule dialog to the Create Condition Rule task by clicking

Create New

at the bottom of the dialog.

Docs doesn't support conditionally exchanging table cells, rows, or columns. Instead, we recommend either wrapping the content within the cell in a condition rule or wrapping the entire table in a condition rule and using 2 separate tables.

Manage language instances

To add a language instance, select

Language

Add Language

.

To change the base language, select

Language

Add Language

and select the base language you want. After you change the base language, any new language instances that you create will contain the new base language content; existing template language instances will retain the same content.

To delete a language instance, select it in the Languages dialog and click the X icon. You can't delete a language if it's assigned as the base; select another language as the base first.

Manage tables

To add a table, click
Add table
. A dashed line shows the table placement.

In a table you can:

Add a column or row: Click the blue circle near a column or row.

Set a cell color: With the cursor in a cell, click the Background Color icon and select a color.

Set a border color: With the cursor in a cell, click the Borders icon, then the Edit icon, and select a color.

Merge cells: Select the cells and click Merge cells
.

Add a border: Select table cells or the entire table and click the Borders
icon. By default, tables don't have borders.

Resize table columns: Hover over the column edge, click the resize indicator, and drag.

Delete a column or row: Click the blue line near the column or row and click Delete row or column
.

To delete the table: Click the blue circle in the table corner and click Delete row or column
.

About tables and condition rules: Workday Docs doesn't support the ability to conditionally use different table cells, rows, or columns. We recommend either wrapping the content within the cell
in condition rules, or wrapping the entire table in a condition rule and creating a separate table for each condition.

Insert an image

Click

Insert image

and navigate to the image.

The maximum size for each image is 7MB.

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

Insert page numbers

From the header or footer menu, click the Page Number icon to insert the page number. If you want to create a running page number and total, you can include text along with the page number values. Example:

Page Page [Current]
of Page [Total]
.

Insert a page break

Click

Insert Page Break

.

Add a link

Click the Insert Link
icon to add a URL directly into the text. Highlight text and then click the
Insert Link
icon to create a hyperlink in the text.

Lock content

Highlight text in the document and click

Lock Content

.

After you lock content, users with access to the document generation step can't edit it; however, users can still delete text even if it's locked.

Change fonts

The Docs template editor and the PDF previewer use the Roboto font. Workday Docs doesn't support changing the font; however, you can change the text style (paragraph style and headlines).

Undo or redo your changes

To undo a change, press Ctrl+Z (Windows) or Command+Z (Mac).

To redo a change, press Ctrl+Y (Windows) or Command+Y (Mac).

Preview a document

Click

Preview

.

Use the

Manage Condition Rule

panel to show or hide content assigned a condition rule before previewing the document. Only 1 header or footer displays. Show or hide a condition rule to see the associated header or footer.