What are templates?
A template saves your entire editor setup — PDF file, spreadsheet data, canvas field positions, form mappings, and editor settings — so you can reload it later without starting from scratch. Templates are team-scoped, so all team members can access them.
When to save a template
Save a template whenever you have a layout you plan to reuse. Common examples include monthly invoices, quarterly certificates, recurring reports, and standardized contracts. Even if the data changes, the field positions stay the same.
Saving Templates
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Configure your editor
Upload your PDF, connect your spreadsheet, and place all data fields exactly how you want them.
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Save as template
Click Save as Template in the toolbar. Give it a name and optionally select a destination folder.
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Load later
From the dashboard, click any template to reopen the editor with everything restored — PDF, data source, and field positions.
Auto-save
Auto-save is active only after you save the editor state as a template (i.e., a template ID exists). If you navigate away before your first explicit save, unsaved changes are lost. Save as a template early to enable auto-save protection.
Organizing with Folders
Group templates by project, client, or department:
- Invoices — Monthly invoice templates for different clients
- Certificates — Training and completion certificates
- HR — Onboarding, offer letters, and contracts
- Marketing — Event badges, promotional materials
Create folders from the dashboard sidebar, then drag templates into them. Folders are team-shared.
Naming conventions
Use a consistent naming convention for templates and folders. For example: Invoices/2025-Q1-ClientA, Certificates/Leadership-Training, HR/Offer-Letters. This makes templates easy to find as your library grows.
Template Locking
When multiple team members work on the same template, Mergram uses template locking to prevent conflicts:
- Auto-locking — When you open a template for editing, it’s automatically locked to your session
- Tab-aware — Multiple browser tabs are tracked independently using
lockedByTab - Read-only for others — Other team members see a banner indicating the template is locked and who is editing it
- Auto-release — The lock is released when you navigate away or close the tab
Collaboration tip
Template locking ensures only one person edits at a time, but all team members can view and use locked templates for merging.
Version History
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Open version history
In the editor, click the History button to open the version panel.
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Browse versions
Scroll through automatic snapshots taken on each save. Each version shows a timestamp.
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Preview
Click any version to preview the canvas state at that point in time.
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Revert
Click Revert on any version to restore it. This creates a new version — your current state is never lost.
- Auto snapshots — Versions are created automatically when you save
- 100 version limit — Older versions are pruned to keep the last 100
- Non-destructive — Reverting creates a new version; you can always go back
Safety net
Version history protects against accidental changes. Even if you revert, the version you reverted from is still available.
Best Practices
- Save early, save often — Create a template as soon as your layout is finalized, even if you plan to tweak it later
- Use descriptive names — Name templates clearly (e.g.,
2025-Q1-Invoice-Templateinstead ofTemplate 1) - Organize into folders — Group related templates together for easy navigation
- Leverage version history — Before making major changes, note the current version. You can always revert if the changes don’t work out
- Clean up old templates — Periodically archive or delete templates you no longer use to keep the dashboard organized
Limitations
- Single-level folders — Folders do not support nesting
- No template sharing across teams — Templates are scoped to the team that created them
- No export/import — Templates cannot be exported as files or imported into another team
- 100 version history limit — Older versions are automatically pruned