> For the complete documentation index, see [llms.txt](https://help.docexport.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.docexport.com/getting-started/item-level-template.md). # Item Level from A-Z This guide walks you through the full journey of an item-level document - from creating your template or using a predefined one to downloading, sending and automating your PDF. {% hint style="info" %} An **Item Level** document contains the information of **a single item** from your monday.com board. Possible use cases: contract, proposal, agreement, certificate, invoice, letter, … Unsure if you need a item or board level document? See here: [Item vs. Board Level](/getting-started/item-vs-board-level.md) {% endhint %} {% embed url="" %} ## 1. Create or choose your template You have two ways to start: ### Option A: Use a ready-made template (fastest) Open the **DocExport** view and pick a template from the dropdown: * **Item Print** — instantly prints the current item's columns, no setup. Pick the item print from the dropdown and jump straight to [step 3.](#id-3.-generate-and-download-your-pdf) * **A designed template** (invoice, certificate, event ticket…) from the built-in set or the [Template Gallery](https://www.docexport.com/template-gallery/) - pick one and match it to your board in a few clicks. See [Use a predefined template](/getting-started/predefined-template.md).
### Option B: Build your own template (.docx) A template is just a regular **Microsoft Word (.docx)** file with placeholders where your monday.com data should appear. You can start from scratch or [simply reuse an existing business document](https://youtu.be/mjM33dXW1os?si=rOu5E3zTVV0Gm3vG), such as a **letter or contract**. 1. Open Microsoft Word (or Google Docs) and create or open your document. 2. Write the document as usual. Everywhere you want to pull in data from a monday.com item, **insert a placeholder**. 3. Save the file as **.docx**. #### Insert placeholders To pull the value from **one specific item** in your board, use the prefix `Item.` followed by the column title, wrapped in double curly braces: `{{Item.ColumnTitle}}` The column title inside the placeholder must match the column name on your board **exactly**. **Examples:** `{{Item.Status}}` – data from an item’s status column `{{Item.Due Date}}` – an item’s due date Here is what a simple **letter / contract** template could look like: ``` Dear {{Item.Contact Person}}, thank you for your interest. Please find the details for {{Item.Name}} below: Project: {{Item.Name}} Status: {{Item.Status}} Due date: {{Item.Due Date}} Amount: {{Item.Amount}} Kind regards, {{User.name}} ```
You can also add **general placeholders** for board- or user-level data: `{{User.name}}` – Name of the monday user\ `{{Board.name}}` – Name of the monday board Browse our [Placeholder Directory](/template/placeholder-directory.md) for a full list of available placeholders and formatting options. {% hint style="success" %} ## **Want to learn how to add your own logo, footer or fonts? See** [**Branding & Design**](/template/branding-and-design.md) {% endhint %} ## 2. Upload your template to DocExport 1. Open the DocExport view in your board. 2. Click **Upload template** and select your `.docx` file.
## 3. Generate & download your PDF 1. DocExport creates a real-time preview of your document. 2. Choose **which item** the document should be created for in the dropdown next to the preview. 3. When you are happy with the result, click **Download** in the top right corner to save your PDF.
If you want to make [further adjustments (colors, fonts, layout)](/template/customization.md), click **Customize template** to download or re-upload the Word file. {% hint style="info" icon="person-running-fast" %} **Quick path after setting everything up:** If you only occasionally need a one-click PDF for a single item, you can generate it directly from the item card - without opening the DocExport view at all after the set up. See [PDF Download in Item Card](/getting-started/item-level-template/pdf-download-in-item-card.md). {% endhint %} ## 4. Set up Actions: what happens with the PDF By default, every document is saved in your list of reports. With **Actions** you can decide what else should happen with the generated PDF. Click **Actions/Automations** in the top right corner of the preview to define them. * **Save to a file column** – store the PDF directly in a file column on the item. * **Send via email** – send the PDF to the user who generated it, to addresses from a People/Email column, or to fixed addresses. Learn more in [Actions](/features/actions.md).
## 5. Automate the generation So far you generate the PDF manually. To create it automatically, there are **two levels** — it helps to keep them apart: ### Option A: DocExport automation (what + when, inside DocExport) Save your template and its actions as a **recipe**, then schedule it (e.g. every Wednesday). Give the recipe a clear name so you can find it later. See [Automations](/features/automations.md). ### Option B: monday automation (DocExport Action Block) Here the trigger lives in monday's automation center, using the DocExport action block. Typical examples: * When a button is clicked → generate document * When a status changes → generate document * When a date is reached → generate document {% hint style="warning" %} **Good to know — bulk limits:** When generating documents for many items at once, there's a maximum per run: * **Saving to a file column** (via Actions): up to **200 documents** at once. To generate more, split them into batches of 200. * **Downloading from the board view** (without the file column): up to **500 documents** in one go. {% endhint %} ## Next steps * Working with **subitems** (e.g. product labels or spec sheets)? See [Subitem Level template](/getting-started/item-level-template/subitem-level.md). * Need a table-based report across your whole board instead? See [Board Level from A–Z](/getting-started/board-level-template.md).