Edit a document
Rename, replace, or re-open a Smart Document template in the PDF editor to update mappings, defaults, or the source PDF — and understand why changes are not retroactive.
After a template exists in Settings → Documents, you maintain it from the templates table: rename it for clarity, re-open the document editor to adjust variable placement or field conditions, set a default for generation flows, or delete templates that are no longer needed. Editing is how institutions keep PDF layouts aligned with branding updates, legal text changes, or new custom fields on user profiles.
Why it matters
Templates are long-lived configuration. A small naming fix saves confusion in dropdowns; an updated field mapping ensures new custom columns appear on contracts; removing obsolete templates prevents staff from generating outdated enrollment letters. Because generation always uses the current template definition, thoughtful edits directly improve every future PDF — but they do not rewrite history already on file.
Universities often revise enrollment wording each academic year or change logo placement after a rebrand. Treating those updates as deliberate template versions (clear names, tested samples) protects both legal clarity and the trust staff place in the documents list.
How it fits
Template administration lives in Settings → Documents. Generated files live on User Management profiles under the Documents tab. Study-contract and certificate template rows may appear in dedicated sections on the same settings page when tuition management or certificate features are enabled — edit actions work the same way.
Related reading: Document variables and data sources when you add new mapped fields, and Manage documents for where stored PDFs live.
Before you start
| Consideration | Guidance |
|---|---|
| Impact on future PDFs | Changing field names, conditions, or mappings affects the next generation only. |
| Deletion blockers | Deletion is blocked while the template is referenced by active self-service or study-contract configurations — remove those links first. |
| Default template | Only some templates support Set as default; use it when one design should pre-select in generation flows. |
| Permission | You need permission to read users to open the Documents settings page. |
Versioning strategy (guidance)
Fuxam stores one editable definition per template row. There is no separate “archive version” button. Institutions typically handle material changes in one of two ways:
| Approach | When to use | Effect on history |
|---|---|---|
| Edit in place | Minor fixes (typo in a mapped label, small field move, new custom column on the same layout) | Old PDFs unchanged; new generations use the fix |
| New template (or duplicate via Start from template) | Legal text rewrite, new academic year branding, different signature block | Old template name remains associated with historical files; new name used going forward |
How to rename a template
Go to Settings → Documents.
Find the template in the templates table.
Open the Rename action on that row.
Enter the new name and confirm.
Renaming does not change mappings or the underlying PDF. It only updates how administrators see the template in lists and generation dialogs.
How to re-open the template editor
To adjust variable placement or add fields on the PDF:
In the templates table, select Edit on the template row (or the equivalent edit action for certificate templates).
Fuxam opens the document editor with the template PDF and your institution’s custom user data fields available for mapping.
Place or update fields, then save from the editor. You return to Settings → Documents when finished.
The editor is the same environment used when you first map variables after creating a document. The templates table Fields count reflects the fields you mapped on the template.
How to set a default template
For templates that support a default flag, use Set as default on a row so Fuxam pre-selects that template in generation flows. This reduces clicks for high-volume documents such as standard enrollment certificates used across cohorts.
How to delete a template
Use the Delete action on a template row to remove it permanently. Deletion is blocked while the template is still referenced by active self-service or study-contract configurations — remove those links first.
After you edit: what to re-test
| Check | Why |
|---|---|
| Generate for a sample user | Confirms mapped fields still align with the PDF layout |
| Students from different cohorts | Program name and intake dates often differ |
| Self-service (if enabled) | Role eligibility still points at the intended template |
| Fillable / signature flows | Pending assignments are not rewritten by mapping edits |
Best practices
- Version by name, not by silent overwrite. When legal text changes materially, consider creating a new template (or duplicating via Start from template during creation) so historical generations remain identifiable by template name.
- Test after mapping changes. Generate a sample PDF from a test user profile before rolling out editor changes to registrars.
- Check self-service links before delete. A template tied to Dashboard → Management → Documents self-service rules will block deletion until unlinked.
- Align with custom fields. When editing custom columns on the Users table, re-open the editor to map new fields on user-type templates.
- Tell student services when you rename. Dropdown labels change for everyone who generates documents.
Common pitfalls
| Pitfall | What happens | What to do |
|---|---|---|
| Expecting old PDFs to update | Stored files keep their original content | Regenerate if a new version is required; communicate that prior downloads may be outdated |
| Deleting a linked template | Delete action is blocked | Remove self-service or study-contract references first |
| Renaming without telling staff | Teams select the wrong template in dropdowns | Announce template renames to user managers and student services |
| Editing mid-campaign | Bulk or self-service generations mid-intake mix old and new layouts | Finish campaigns before major edits, or cut over on a published date |
FAQ
Can I replace the PDF file without creating a new template?
Re-open the template via Edit in the document editor. Field positions may need adjustment if the new PDF layout differs. If your replacement PDF changes dimensions substantially, verify every mapped field still aligns.
Does editing affect fillable assignments in progress?
Changing mappings affects future generations. Assignments already issued follow the workflow state on the user Documents tab (pending, completed, signed) — see Manage documents.
Why does a student still see last year's wording?
They are looking at a previously generated PDF. Generation is a snapshot. Produce a new document from the updated template when a fresh copy is required.
Should I delete the old template after creating a successor?
Only after you unlink self-service and study-contract references, and after staff no longer need to select it. Keep the old template temporarily if historical re-issues must match the prior layout.