KSIDol documentation > KSIDol modules > Document Profiles

Module guide: Document Profiles

Non-technical user guide: what the module is for, how to use it and how it fits together with Dolibarr.

Documents coveredInvoices and quotations

PDF customisationLogo, name, e-mail, header, footer

ProfilesOne or more per entity

CompatibilityDolibarr 18 to 24

1. Module overview

The Document Profiles (DocProfilesTools) module lets you define one or more "document identities" and apply them automatically to your invoices and quotations in PDF format. Each profile brings together a logo, a display name, an e-mail address, a header text and a footer text. When the document is generated, the module swaps in these elements for the duration of the printout, then restores your usual details: the rest of Dolibarr is left unchanged. This is useful when you issue documents under a particular presentation (a brand, a trading name, an entity, a specific notice) without wanting to touch your company's general settings. The module does not create new types of documents: it relies on Dolibarr's native objects (third parties, invoices, quotations, PDF templates and your company record) and simply reskins your existing documents.

Centralise several document presentations in reusable "profiles".
Automatically display the right logo, name, e-mail, header and footer on invoices and quotations.
Stay 100% compatible with the standard operation of Dolibarr (no accounting data is modified).
Fully configured from a single administration page reserved for the administrator.

2. Create and manage document profiles

A profile is a record that describes the appearance to give your documents. You can create as many as you need and manage them from the module's configuration page.

Give the profile a label so you can find it easily.
Set the name to display on the PDF (useful if it needs to differ from your company name), along with a company name and an e-mail address.
Upload a logo specific to the profile; otherwise, your company logo is reused automatically.
Enter a custom header text and footer text.
Optionally link a third party (customer) to the profile.
Specify the invoice template and quotation template associated with the profile.
Enable or disable a profile, and assign it to an entity (multi-company context).
View the list of existing profiles, edit or delete them (the profile's files are then cleaned up).

3. Apply the profile to invoices and quotations (PDF templates)

The module provides PDF templates that keep Dolibarr's standard layout but automatically inject the content of the active profile at print time.

A "Sponge" invoice template in the DocProfiles version.
"Azur", "Crabe", "Cyan" and "Sponge" quotation templates in the DocProfiles version.
On generation, the PDF picks up the logo, display name, e-mail, header and footer of the active profile.
The profile applied is the first active profile of the current entity.
These templates are selected from the invoice or quotation record, like any Dolibarr template.
A "Force DocProfiles templates" option lets you set them, in one go, as the default templates for invoices and quotations.

4. Configuration and maintenance tools

Everything is managed from a single administration page, accessible only to administrators via the Tools menu ("DocProfiles Tools (Setup)" entry).

Access reserved for the administrator, from Dolibarr's Tools menu.
A repair button that automatically creates or updates the profile storage if needed.
A template installation button, which copies the PDF templates supplied with the module to the right place.
On installation, the module automatically creates its storage folders and a "Default profile" pre-filled with your company's logo and details.
Choice of invoice template and quotation template offered in drop-down lists populated by the available templates.

5. Note and badge on the third-party record

The module can also display a custom note (a warning, an internal instruction) on a customer's record, with a few appearance settings.

Display a custom note directly on a third party's record.
Enter and save this note from the customer record (stored in an additional "KSI Note" field).
Adjust the appearance of the badge: on-screen position, width, opacity, default text.
Ancillary feature: the third-party record's hook is not registered by default by the module; displaying the badge therefore requires manually enabling this hook.

6. Links with Dolibarr

The module does not work in isolation: it integrates with the native building blocks of Dolibarr.

Invoices : Provides a PDF invoice template that takes on the profile's identity (logo, name, e-mail, header, footer) when the document is generated, without modifying the invoice or the accounting data.
Quotations / Commercial proposals : Provides PDF quotation templates (Azur, Crabe, Cyan, Sponge) that apply the active profile at edit time.
Third parties (customers) : A profile can be linked to a third party; the module can also display a custom note on the customer record and store this note in an additional field of the third party.
Document templates (PDF) : The module's templates extend Dolibarr's native PDF templates (Sponge, Azur, Crabe, Cyan) and can be set as the default templates for invoices and quotations.
Your company record (issuer) : The module reads your company's logo and details to populate the default profile, then temporarily replaces this information for the duration of the printout before restoring it.
Multi-entity : Profiles are managed per entity: each company/entity has its own active profiles.
Additional fields (extrafields) : The module relies on additional fields of the third party to store the custom note and, potentially, the association of a profile with a customer.