Create and adjust print layouts

Create print layouts to visualize your data and generate the PDF files you need.

Create your first print layout

Use a print layout to control how a record turns into a PDF.

Print layouts help you decide what a PDF includes and how it is structured. Use them for customer-facing documents such as quotes, invoices, or confirmations, and for internal summaries. You can add text, images, fields, and linked records, then arrange them so each PDF shows the right information for its audience.

Users with the Admin role can save print layout changes without turning on Builder mode.

1

Open the print editor

In a record form, click the printer icon in the top right. You can also open the three-dot menu and select Print this record.

2

Review the first layout

The first time you open the print editor for a table, Ninox creates a layout with all current fields. Review this automatic layout before you start editing.

3

Add the content you need

Click + Insert in the top bar. You can add Text , a static Image, and Data fields from your current table.

Use Text to display static text or a value returned by a script.

For example, to show the client name from a linked record on an invoice, use client.full_name.

4

Arrange and edit the layout

Select an element to highlight its frame. Drag it to move it. Drag the square handles to resize it. Click Edit script <> to change the content of a field or element.

5

Check the settings panel

Use the right-side panel to adjust page and object settings. The available options depend on what is selected. For a full settings reference, see the overview below.

6

Save the layout

Click Save changes when you are done. If this is your first layout, enter a Layout name and click Save.

Manage print layouts

You can save multiple print layouts in the same table.

After you save your first layout, Ninox opens it by default. If you save more than one layout, choose one from the drop-down list next to Back.

If you add fields to the table later, Ninox does not update saved layouts automatically. Add the new fields to the layout yourself if you want them to appear in the PDF.

Use the arrow next to Save changes to manage layouts:

Choose New layout when one table needs different PDF outputs.

• Enter a layout name.
• Choose a layout type:

  • Blank starts with an empty page.
  • Automatic adds all current fields and their labels.
  • Copy current layout creates a copy of the current layout.

From the same menu, you can also:

• Use Save as to save the current layout as a copy with a different name.
• Rename the current layout.
• Discard changes if you do not want to keep your edits.
• Delete the current layout.

Edit layout elements

Existing print layouts stay editable at any time. When you open the print editor, you are already in edit mode.

• At the bottom of the page, use Show grid to show or hide the grid.
• Use the Zoom slider to zoom in or out.
• Use Undo and Redo to reverse or restore changes.
• Use Cut, Copy, and Paste to reuse recurring styles and content.
• Open the three-dot menu in the top bar to arrange and align elements:

  • Send to front and Send to back
  • Align left, center, or right
  • Align top, middle, or bottom
  • Distribute horizontally
• To remove an element, select its frame and click Cut, or press delete or backspace on your keyboard.

Use the settings panel to adjust the layout. Available options depend on what you select.

Select the page to change page settings. Select a text, data, image, or linked table element to adjust its position, size, styling, and display options.

Adjust page settings

Click an empty area or the page margin to edit the page layout. You can set:

• Paper size
• Header and footer height
• Page Margin width
• Print attachments to include record attachments in the PDF

Adjust element settings for text, logic, or data fields

If you select a text box, logic, or data field, but not an image field, you can set:

• The page area, such as Flow with content or a repeating Header or Footer
• A fixed or automatic element Height
• The exact element Position with X and Y coordinates, plus Width and Height
• Inner Padding between the content and the element border
• Colors for the background and text
• Border color, width, and radius
• Font family and size
• Text formatting such as Bold, Italic, or Underline
• Text alignment
• Text Line height

Adjust image field settings

For an image field, you can set:

• The page area, such as Flow with content or a repeating Header or Footer
• A fixed or automatic height
• The exact element Position with X and Y coordinates, plus Width and Height
• Colors for the background and text
• Border color, width, and radius

Adjust content and column settings for linked tables

This section applies when the print layout shows records from a linked table.

Use these settings to control which linked records and columns appear in the PDF. This is useful, for example, when a customer should see only relevant details.

These changes apply only to the print layout. They do not change the underlying linked table.

Select the table shown in the print layout for a field of type Link many records to control its content and presentation in the PDF. You can use all options listed above for Text, Logic, and Data fields, except Text alignment and text Line height.

You can also use these linked-table options:

• Show header to show or hide the column titles
• Show footer to show or hide aggregation results for columns where you set an Aggregation
• Hide columns, Filter, and Sort
• Border style to choose how the table grid looks
• Cell padding to define the distance between the value and the cell borders

You can also change table columns directly in the selected table frame:

• Use Hide columns, Filter, and Sort at the top right
• In the drop-down menu for each column:

  • Rename column
  • Duplicate column
  • Insert column left or right
  • Sort in ascending or descending order
  • Aggregation, depending on the data type, which you can display in the footer with Show footer
  • Hide column

Generate a PDF

When your print layout is ready, click Generate document in the top right. By default, the PDF opens in your browser.

Click the arrow next to Generate document to choose what to generate:

• Generate PDF for selected record
• Generate PDF for all records