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PDF Configurations

Guide to configuring PDF documents in Eturnity: branding with your logo and colours, custom pages and document templates.

Overview: PDF Configuration in Eturnity

The PDF configuration features in Eturnity enable administrators to fully customise all generated PDF documents to match your company identity and significantly accelerate document creation. These features are divided into three main areas, all accessible via Settings (top right corner):

  • Branding: Configuration of logo and three main colours for all PDF documents

  • Custom Pages: Upload your own PDF pages such as terms and conditions or company information

  • Document Templates: Creation of reusable templates with pre-selected pages for different project types

These three features work together to create professional, brand-consistent documents whilst reducing document creation time.

Prerequisites

To use the PDF configuration settings, you need:

  • Administrator rights: Only users with Administrator role can access these settings

  • Active licence: A full Eturnity licence (not available in Partner licences)

  • For Branding: PNG logo file (max. 1 MB, minimum height 70 pixels)

  • For custom pages: PDF files (max. 70 MB per file)

1. Branding Configuration

The Branding area allows you to define your company logo and three brand colours that are automatically used in all PDF documents.

Accessing Branding Settings

  1. Click on Settings in the top right corner of Eturnity Expert

  2. Select PDF Configurations > Branding from the side menu

Creating a New Branding

  1. Click on the branding in the branding list

  2. Enter a meaningful branding name

  3. Configure the three document colours:

    • Main accent color (Color 1): Used for emphasised text, subtitles and footers

    • Secondary color (Color 2): Used for charts and infographics

    • Backup color (Color 3): Additional colour when two colours are not enough

  4. Enter the HEX code for each colour (e.g. #FF5733). The colour preview displays the colour immediately

  5. Upload your company logo:

    • Drag the PNG file into the upload area, or click on Select file

    • The logo should be in PNG format, with transparent background and a minimum height of 70 pixels

    • Maximum file size: 1 MB

  6. Click Save in the top right corner

2. Custom Pages

With custom pages, you can upload your own PDF documents and integrate them into your proposals. This is ideal for static content such as terms and conditions, company information, warranty conditions or technical specifications. Administrators can upload and manage this content themselves.

Accessing Pages Settings

  1. Click on Settings in the top right corner

  2. Select PDF Configurations > Custom Pages

  3. You will see a table with all existing custom pages

Creating a New Custom Page

First create a PDF file with the desired content, then upload it:

  1. Click on Add page

  2. Enter a page name (max. 50 characters) that will be displayed in the document configuration

  3. Select the language of the page from the dropdown (German, French, Italian, etc.). This ensures that the page is only available for documents in the matching language

  4. Select the technologies for which this page is relevant:

    • Photovoltaics

    • Battery storage

    • E-Mobility

    • Energy Management

    • Heating system

    • Free Technology

  5. Upload your PDF file:

    • Drag the PDF file into the upload area, or click on Select file

    • Supported format: PDF

    • Maximum file size: 70 MB

  6. Click Save

The new page is then available in the custom pages library. To have it appear automatically in generated documents, add it to a suitable document template (see section 3).

Editing or Replacing a Custom Page

Using the edit icon, you can subsequently adjust the page name, language and assigned technologies of an existing custom page. The uploaded PDF file itself cannot be replaced this way.

  1. In the table under PDF Configurations > Custom Pages, select the existing page

  2. Click the edit icon in the row of the existing page

  3. Adjust the page name, language or technologies

  4. Click Save

Note: If you change the language, the page is removed from all document templates that do not match the new language.

If the content of a custom page changes (e.g. an updated version of your terms and conditions), create a new custom page with the current PDF file instead (see above) and add it to the affected document templates in place of the old page. Afterwards, delete the outdated page using the trash icon in the custom pages table so it is not accidentally used again.

3. Document Templates

Document templates are pre-configured page compilations that you can load into projects with one click. Instead of individually selecting and arranging pages for each project, you can create a template that contains all required pages in the correct order.

When to Use Document Templates?

Document templates are particularly valuable when you:

  • Serve different customer types (e.g. residential vs. commercial customers with different information needs)

  • Offer different technology combinations (e.g. PV-only, PV+Battery, PV+E-Mobility)

  • Want to represent project phases (e.g. Initial proposal, Detailed proposal, Final proposal)

  • Want to ensure standardisation in the team (all staff use the same document structure)

  • Want to automatically deliver legal content such as terms and conditions in every proposal

Time saving: A well-configured document template reduces document creation time

Creating a Document Template

You create a new, reusable document template directly in the settings — not from within a project:

  1. Click on Settings in the top right corner

  2. Select PDF Configurations > Document Templates

  3. Click on Add new template

  4. Give the template a meaningful name (e.g. "Detailed proposal") and select the language

  5. Using Add page, add the desired standard pages from the catalogue (e.g. 3D visualisations, economic analysis, component overview, CO2 analysis) as well as your custom pages if needed (e.g. terms and conditions)

  6. Arrange the pages in the desired order using drag & drop, for example with legal notices at the end of the document

  7. Save the template

In the same table under PDF Configurations > Document Templates, you can open and edit, duplicate or delete existing templates.

Applying a Document Template in a Project

Within a project, you select in the Documents area which of the templates created in Settings should be used for that one project. This does not create a new, reusable template — the selection only applies to the current project:

  1. Open the project and navigate to the Documents tab

  2. Select Document type: Quotation

  3. Click on Add document template to select an existing template and either apply its pages (via Add) or replace the current page compilation (via Replace)

  4. Adjust the page compilation if needed: use Add page to add individual pages from the catalogue, and drag & drop to change the order

  5. Save the changes

Note: This adjustment only applies to the current project. If you want the same page compilation to be available in future projects too, create or update the corresponding document template instead under Settings > PDF Configurations > Document Templates.

Alternatively, you can add a custom page for this one project only via Add page, without using or adjusting a document template.

Best Practices for Document Templates

To get maximum benefit from document templates, we recommend:

  • Clear naming: Use descriptive names like "PV Standard Residential", "PV+Battery Commercial", "E-Mobility Complete Package"

  • 3-5 main templates: Don't create too many templates; 3-5 well-designed templates cover most scenarios

  • Regular review: Review quarterly whether your templates are still current and adjust them as needed

  • Team alignment: Define with your team which templates should be used for which project types

  • Modular structure: Start with a basic structure and add technology-specific pages, rather than creating a separate template for each combination

Interaction of the Three Features

The true strength of PDF configuration is shown in the interaction of all three areas:

  1. Branding defines the visual appearance (logo + colours)

  2. Custom pages provide company-specific content

  3. Document templates combine standard pages and custom pages into reusable structures

Avoiding Common Mistakes

  • Missing HEX codes: Branding colours must be entered as HEX codes (e.g. #FF5733), not as RGB or colour names

  • Logo files too large: Compress logos before upload to under 1 MB with at least 70 pixels height

  • Wrong PDF page language: Make sure the language of the custom page matches the document language, otherwise the page will not be displayed

  • Too many document templates: Less is more – 3-5 well-designed templates are more effective than 20 similar variants

  • Missing technology mapping: Custom pages are only displayed in projects with the assigned technologies

  • Outdated pages in templates: If you replace a custom page with a new version (e.g. updated terms and conditions), add the new page to all affected document templates and delete the old page — otherwise new proposals will continue to use outdated content

Expected Results

After complete configuration of the PDF settings, you benefit from:

  • Time savings in document creation through use of templates

  • 100% brand consistency across all PDF documents

  • Professional impression with customers through individually branded proposals

  • Reduced error rate through standardised document structures

  • Flexibility for campaign or product-specific adjustments

  • Scalability for growing teams with consistent document quality

Need help? For questions about PDF configuration or if you require advanced customisations (e.g. individual layout for your terms and conditions, new page designs or special automation), contact support@eturnity.com

Next Steps

After saving, check a test document to make sure the custom page appears in the desired language, for the correct technologies and in the intended position. If you need additional PDF pages, you can repeat the same process for company information, warranty conditions or technical specifications.

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