Create document templates

Under Settings → Pet Care → Visits you’ll find the Document templates: ready-made, reusable texts you use when recording a visit in the pet’s chart. Instead of typing everything again every appointment, you pick the template and the document comes pre-filled with the right data. Templates feed what you generate in Pet Care, prescriptions, exams, reports, terms and anamneses.

Pet Care Document templates screen, with the list by Type, Category and Template and the New button at the top

Step 1: Open Document templates and click New

In the side menu, go to Settings → Pet Care → Visits. The Document templates screen shows the list of what already exists, organized by Type, Category and Template. In the top-right corner, click the New button (with the + sign) to open the creation form.

Step 2: Fill in the creation form

The New visit window opens with the template fields at the top (Type, Category and Template), the Header/Footer selector and, below it, the content editor. Start by choosing the Type: only then does the Category become available. See below what each field is.

Template fields

Type: defines where the template shows up in the chart. The options are Anamnesis, Exam, Prescription, Pathology, Terms and Generic;
Category: a subdivision within the type (e.g. inside Prescription, categories like Antibiotic or Flea treatment). It only becomes available after you pick the type. If the category you want doesn’t exist yet, type the name in the field and choose “New category” to create it on the spot;
Template: the template’s name, how it will appear in the list (e.g. “Antibiotic prescription”);
Header/Footer: optional; links the clinic’s letterhead to the document. Build yours in Header and footer.

Step 3: Write the content and insert variables

In the editor, write the document text normally. To insert a piece of data that fills itself in, type @ and pick the variable from the list that appears. The available variables are:

From the pet: name, species, breed, size, sex, age, birth date, weight, coat color and microchip;
From the owner: name, Tax ID, phone and address;
From the shop: name and address;
Automatic: date and time of issue.

Beyond these, the custom fields for Customer, Pet and Employee that the store has set up also appear. The Employee variables are filled with whoever signs the document at issue time. That way a single template works for every patient, the right data flows in by itself.

The toolbar sits in two rows at the top of the editor and follows the scroll: in a long template it stays visible above the text, with no hidden buttons. From left to right:

Template editor toolbar in two rows, with undo, headings, formatting, fonts and colors, highlight, lists, indent, table, quote, horizontal line, page break and full screen

Undo, Redo and Find and replace: finds a term in the text and swaps it for another;
Paragraph: turns the line into a regular paragraph or a heading (Heading 1, 2 or 3);
Bold, Italic, Underline, Strikethrough and Remove format: clears the formatting of the selected text;
Font size, Font family, Font color and Background color;
Highlight: marks a passage with a background color, like a highlighter pen (the button tooltip reads “Marcador”);
Superscript, Subscript and Special characters (symbols such as °, ±, µ);
Text alignment: left, center, right or justified;
Link: turns the selected text into a link;
Bulleted list and Numbered list: the small arrow next to each one picks the style. For the numbered list you can choose the numbering (1, 2, 3 / 01, 02, 03 / i, ii, iii / I, II, III / a, b, c / A, B, C) and, under List properties, the number it starts at (handy to continue a list after a paragraph);
To-do list: a list with checkboxes, good for guidance checklists for the pet owner;
Decrease indent and Increase indent: move the paragraph (or the list item) away from the margin;
Insert table: pick the number of rows and columns on the grid;
Block quote: highlights a passage with a side bar (e.g. an important instruction);
Horizontal line: a line separating sections of the document;
Page break: forces what comes next to start on a new sheet when printed;
Full screen: opens the editor across the whole screen, for more writing space.

When you click inside a table, a small floating bar appears right above it with: Column and Row (insert or delete), Merge cells, Table properties and Cell properties (border, background color, size and alignment). To adjust a column’s width, drag the border between two columns.

Table inserted in the editor, with the floating bar for columns, rows, merge cells and table and cell properties

These features look the same in the document generated in Pet Care and in the printout.

Header/Footer window with the reduced editor toolbar in the header and the footer and the three-dot menu at the end

Step 4: Save

Click Save. The template now shows in the list and is ready to be used in the pet’s chart when you generate the document in Pet Care.

How to edit or copy it later

In the template list, each row has two icons in the Actions column:

Copy (papers icon), duplicates a similar template, great for creating variations without starting from scratch;
Edit (pencil icon), reopens the template with the fields filled in; change what you need and click Save. To delete, open the template and use the Delete button.

Remember that editing a template does not change the documents you’ve already generated: the change only applies to new ones.

Head office / single store

At the head office (or in a single store), you freely create and edit every template. The templates the head office shares with the network are distributed to the branches. See Network sync to understand how this sharing works.

Branch

At a branch, the list gets an Origin column: templates marked From Network come from the head office and are view-only (the icon turns into an eye, not a pencil), you can’t edit them. The My Store templates, created here, you create and edit normally.

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