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The group Templates & Exports in the administration sidebar holds three screens. Page Templates offers page structures in more than one Space at once. PDF Templates decides how a page looks when it is exported to PDF. Export History lists the PDF exports of the whole installation. Who can do this?
Members also save templates inside a Space, from any page. That is described in Templates. This page covers the templates that an administrator manages for the whole installation.

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Page templates for several Spaces

A template created here appears in the template picker of every Space you choose, next to the Space’s own templates. Members use it like any other template when they create a page.
1

Open Page Templates

Go to Administration → Page Templates and click Create Template, or Create First Template when the list is empty.
2

Describe the template

Under Template Details, fill in:
3

Choose where it appears

Under Space Visibility, leave Available in All Spaces on to offer it everywhere. Switch it off to pick Spaces one by one under Select Specific Spaces.
4

Write the content

Write the page structure in Template Content, with the same editor as a normal page.
5

Save

Click Save Template.
The template appears in the list with All Spaces or the number of Spaces it is offered in. Create a page in one of those Spaces and pick the template.
To change a template, click Edit on its card. Changes apply to pages created from then on, pages created earlier stay as they are. Delete removes the template after a confirmation.

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PDF templates

A PDF template sets the look of an exported page: colors, cover page, table of contents, numbered headings and a watermark. The PDF Export dialog, opened with Export in a page’s menu, lists every active template under Select pdf template, next to Default Template.

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Create a template

1

Add a template

Go to Administration → PDF Templates and click New Template. A template named New PDF Template appears in the list.
2

Open it

Click the template. Give it a Friendly Name that members recognize, for example Customer report.
3

Set the look

Work through the tabs Branding, Cover & Content and Expert Mode. The settings are described below.
4

Check the result

Open Live Preview. Collabase renders a sample document with your settings and renders it again after each change, so you see the effect before you save.
5

Activate and save

Turn on Template Status so it reads Active, then click Save Changes.

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Settings

The list shows each template with Active or Inactive, and the badges Cover and TOC when the cover page or the table of contents is switched on.
Switch a template to inactive instead of deleting it when you are unsure. It disappears from the export dialog and keeps its settings.

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Export history

Administration → Export History lists the PDF exports across all users and Spaces, newest first: who exported, when, from which page or Space, the type (single or bulk), the file size and the number of pages. Collabase never clears the history on its own. See Data retention.

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Troubleshooting

Templates in a Space

How members save and use templates inside one Space.

Pages

Writing pages and exporting them.

Branding and login screen

App name, logos and accent color of the installation.

System settings

Every screen of the administration area.
Last modified on October 13, 2026