PDF Generation Guide
Transform any portal page or record into professional, branded PDF documents with Huddle's enterprise-grade PDF generation system. Perfect for reports, certificates, documentation, and compliance requirements.
How PDF Generation Works
Huddle transforms your Smartsheet data into professional PDF documents using multiple professional templates. No need to create complex fillable PDFs - just design your portal page and generate beautiful documents instantly with Executive Summary, Compliance Report, Technical Detailed, Table Layout, and Compact Checklist formats.
Key Advantage: Skip weeks of PDF template development. Take your Smartsheet data and generate professional PDFs using several pre-built templates that match your business needs perfectly.
Getting Started
Step 1: Add PDF Button
Add a PDF button widget to your portal page or enable PDF generation on list widgets
Step 2: Configure Settings
Set up PDF templates with branding, headers, footers, and formatting options
Step 3: Generate PDF
Users click the PDF button to generate professional documents instantly
Step 4: Auto-Attach
PDFs are automatically attached to Smartsheet rows with version control
Setting Up PDF Generation
Adding PDF Buttons
There are several ways to enable PDF generation in your portals:
- PDF Button Widget: Add a dedicated PDF generation button to any page
- List Widget PDF: Enable PDF generation on list widgets for batch processing
- Record Display PDF: Automatic PDF buttons on record detail pages
Choosing Your PDF Template
Select from multiple professional templates designed for different business needs. No fillable PDFs required - just pick your template and generate:
- Executive Summary: Clean, modern layout optimized for executive review and presentations
- Compliance Report: Professional format with bold headers and structured sections for compliance documentation
- Technical Documentation: Comprehensive format with monospace fonts ideal for technical specifications
- Table Layout: Structured table format presenting data in rows and columns for easy scanning
- Compact Checklist: Space-efficient layout perfect for checklists and quick reference documents
Each template automatically pulls your Smartsheet data using dynamic placeholders like column:columnId to ensure current, accurate information every time.
Configuration Options
Huddle provides extensive customization options to ensure your PDFs meet your organization's standards and requirements.
Paper & Layout
Branding
Content Control
Smartsheet Integration
Advanced Features
Smart Page Breaks
Huddle's PDF generation includes intelligent page break handling that keeps related content together:
- Widgets are kept intact across page boundaries
- Form sections stay together
- Tables split gracefully with repeated headers
- Custom CSS page-break controls available
Smartsheet Integration
Generated PDFs can be automatically attached to Smartsheet rows with advanced version management:
- Automatic Attachment: PDFs attach to the appropriate row
- Version Control: New PDFs replace old versions
- Prefix Matching: Organize attachments with naming patterns
- Audit Trail: Track generation history and changes
Branding and Customization
Ensure your PDFs reflect your organization's brand:
- Logo Placement: Headers, footers, cover pages, and watermarks
- Color Schemes: Match your portal's theme colors
- Typography: Consistent font usage
- Custom CSS: Advanced styling control
Pro Tip: Create multiple PDF templates for different document types (reports, certificates, forms) to maintain consistent formatting across your organization.
Best Practices
Optimize Page Layout
Design your portal pages with PDF generation in mind - use clear sections and avoid overly wide content.
Test Page Breaks
Preview your PDFs to ensure content breaks appropriately across pages and widgets stay together.
Use Consistent Branding
Create PDF templates that match your organization's brand guidelines for professional appearance.
Configure Filenames
Use meaningful filename patterns that include dates, IDs, or record information for easy identification.
Monitor Performance
For large pages with many widgets, consider creating focused PDF views or using widget visibility controls.
Version Management
When attaching to Smartsheet, use prefix naming to enable automatic version replacement.
Common Use Cases
Service Documentation
Generate comprehensive service request documentation including all communications, approvals, and resolution details. Perfect for help desk tickets and IT service requests.
Compliance Reports
Create official inspection reports with photos, maps, and compliance documentation. Ideal for safety inspections, facility audits, and regulatory compliance.
Training Certificates
Generate official certificates and training records with branded templates, signatures, and verification information.
Project Reports
Create executive reports with timelines, metrics, and status updates for stakeholder distribution.
Troubleshooting
PDFs Missing Content
- Ensure all dynamic content has finished loading
- Check widget visibility settings
- Verify authentication permissions
- Review custom CSS for print media queries
Poor Page Breaks
- Adjust widget sizing and spacing
- Use page-break CSS properties
- Consider splitting large widgets
- Test with different paper sizes
Attachment Failures
- Verify Smartsheet connection is active
- Check row permissions
- Ensure filename pattern is valid
- Review attachment prefix settings