Template Designer - Template Elements

Every element that can be used in a Template has customization available by double-clicking it. This guide will cover generic elements and the customization available for them.

Table of Contents


Most elements used in Linnworks templates fall into one of three categories; Images, Tables or Labels, and Variables. Labels and variables are one category, for the purpose of customizing the element. In a specific template, there may be other elements, such as integrated shipping labels or PPI stamps. Elements specific to a type of template will be discussed in the relevant template documentation. For a list of these, please see our template type documentation.

In the case of table elements, they will be named according to their function on the document and be preconfigured with a layout. When editing the element, the standard Edit Table window will be seen.

The sections below describe the customization available to each element. The edit window is accessed by double-clicking the element.


 Choose File

  • Choose File: Clicking this will open a selection window. Once selected, the required file will be uploaded for use in your template
  • Choose File from URL: Specify a URL where the desired file is already uploaded


Clicking an option in this menu renders a border on the image for the specified location; Bottom, Top, Left, or Right. Clicking the same button will remove the border.

 Image Size

  • Center Image: This centers the image in the bounding box
  • Fit Image: This scales the image to the size of the bounding box. It will scale when the bounding box size is changed
  • Default: This re-renders the image in its default size, anchored to the top left corner of the bounding box


This contains a list of variables that can be used in Visibility Condition.

Visibility Condition

This option can be used to display images based on the specifics of the order. When writing the condition, it is evaluated against the sample data on the sheet.

For example, if you have a promotional image saying the order qualifies for a free gift, only display the image if the order value is over $100:

  • Drag and drop the image onto the template
  • Double Click to open the options screen
  • Choose the image file, as described above
  • Visibility Condition: [{fTotalCharge}]>100
  • If the condition is not met, the image desaturates, and a red X is displayed
  • Click OK to save the settings and return to the template
    • Clicking cancel will discard changes and return to the template

 Labels and Variables


The Labels and Variables element is available on all template types and can be used for a variety of tasks. The main uses are; static text, displaying order variables or dynamic content by using formulas.


This section of the edit window displays a preview of what will be displayed on the template, evaluating any formulas against the sample data as necessary. It should be noted that the preview is the same size as the element on the template. If the text is not appearing, please change the size of the element bounding box on the template to accommodate the data. Alternatively, the formatting of the text can be changed. For details, please see the following section.


The following bullet points correspond to the 3 buttons in the formatting group respectively

  • Font: This button gives access to the font menu to alter the font, font size, or font style
  • Font Colour: The button opens the color palette to select the font color
  • Background Colour: This button opens the color palette to select the background color of the label element

 Text Alignment

This section allows control over where the text is placed in the element. Please note that an element can only have a single text alignment. In cases where text needs to be displayed in multiple alignments, more than one label should be used.


This contains a list of variables that can be used. They can either be inserted into the label to display a value, or used in a formula to create dynamic content.

Please Note! [{FolderCollection}] variable in template designer is an exceptional case and cannot be used as usual in the evaluations. [{FolderCollection}] needs to be used as a part of a Contains expression for template elements. 


EVAL{BEGIN}IIF[contains["Folder5", [{FolderCollection}]],"1","False"]{END}


Formulas add an extra layer of dynamic content to a template that goes beyond printing variables. There are 3 methods available; EVAL, Round and If statement. EVAL is an equivalent of a blank canvas, whereas the other two predefined options are particular cases of the EVAL method:

IF Statement

This expression evaluates a statement, based on logical operators. If the statement evaluates to true, the first statement is used, if the logical expression evaluates to false, the second is used

For Example:
Expression Result Explanation
EVAL{BEGIN}IIF[10>100,"True","False"] False If 10 is larger than 100, display the word "True", if not, display the word "False"

It is also possible to display variable values, instead of status text. If this is desired, select the variable from the variables tab and replace either True or False, as desired, including the quotation marks.


This is a common use for an EVAL statement. Replace statment1 with a value or variable tag that you wish to round

For Example:
Expression Result Explanation
{END}EVAL{BEGIN}N2[100/3]{END} 33.33 The expression will round to 2 decimal places


This allows you to enter your own expression based on a number of functions such as basic arithmetic, date and time functions, string functions or logical operators. A full list of available operators can be found here.

For Example:
Expression Result Explanation
EVAL{BEGIN}mid[1,2,2,2,5,5,6,3,6,7,8,8,8,7,8,10,19]{END} 6 mid[...] is the code for "Calculate the median value of these numbers"

More information on expressions in Linnworks can be found in the main expressions guide. Examples specific to the template designer can be found in this guide.


Clicking an option in this menu renders a border on the image for the specified location; Bottom, Top, Left, or Right. Clicking the same button will remove the border. Border


Use the Barcode button to add a barcode to the label. Click the button and select the required barcode type:

  • No Barcode
  • Code 39
  • Code 39 Extended
  • Code 128
  • EAN-8
  • EAN-13
  • EAN-128 / GSI-128
  • UPC-A
  • UPC-E

Barcodes Labels

Note! Each barcode type requires the data to be in the correct format for that type. Otherwise, the error message Invalid Barcode Settings will be displayed.



Tables are some of the most complex elements, due to the amount of data that can be stored in them and the customization that can be applied to each column of a table. Table elements are named based on their predefined function, such as Order Notes or Inventory Manifests. For instance; when editing a Warehouse Transfer template, there are 6 available elements, of which, 4 are tables. Regardless of the intended function, when editing a table, the edit window remains constant.

Add Extended Property

Use the Add Extended Property button to add item extended properties to the invoice template. For further guidelines see here.

Add Custom Columns

Tables in Linnworks come predefined with content that is relevant to the table type. However, it is possible to add custom content to table elements. This can be done by clicking the Add Custom Column button.

The main difference between default columns and custom columns is that the Name field can be customized. This can be static text, a variable, or a formula. These work in the same way as labels and variables. Double-clicking the Name column in the edit table element will bring up the simplified version of the edit label config. For more information on using formulae, please see either the section above or our dedicated expressions documentation.

Custom columns can be deleted by clicking the  icon in the final column.


This tab sets the layout for the table, based on column headers.

  • First Column: Clicking the arrow will move the selected column up the list, re-ordering the columns
  • Second Column: Clicking this error will move the selected column down the list, re-ordering the columns
  • Visible: Setting this value to false will hide the column from the table
  • Header Title: This sets the column name. It does not have to reflect a Linnworks tag
  • Name: This is the latest entry for the relevant Linnworks tag. For instance, Stock Level will return the latest stock level for every SKU in the list
  • Width: This sets the width for this column on the table
  • Format: There are several format statements that can be applied to table entries:
    • NX, where X is a number, sets the value to X number of decimal places
    • CX, where X is a number, sets the value as a currency with the specified number of decimal places

Where X isn't specified, it will set a cultural default for the currency being used. For instance, USD will format with to 2 decimal places and use a comma to delimit quantities of 1000, for example, 10500.01 will format to $10,500.01. Whereas the delimiters are opposite in Germany, where 10500.01 would be written as €10.500,01

  • Alignment: This is text alignment for that column, which can be set to one of nine options, 3 vertical alignments, and 3 horizontal alignments
    • To change the alignment, click the square graphic for the appropriate column
    • The dark grey square indicates the current text alignment, which will move to the next alignment when clicked
  • Borders: This column sets the border properties for that column. In the example linked above, the borders are set to top and bottom only, leading to a table where SKUs are only divided by row borders
  • Style: This allows conditional formatting to be placed on cells in the table. Double-clicking the relevant row will open a new window
    • For more information on conditional styles, please see the section below
    • Table cells can now be set as barcodes from within the style window
  • Sort: This allows sorting of items, for instance ordering an invoice by the quantity of each SKU ordered
    • Sort Ascending Sort column in ascending order
    • Sort Descending Sort column in descending order
    • Blank: No sorting based on this column
  • Final Column: This column will show a  icon when the row is an additional custom column. Click the icon to delete the row
    • Pre-defined rows cannot be deleted, but they can be hidden by settings the Visible attribute to False

 Conditional Style in Table Elements

Conditional Style is a way of formatting cells in a table so that they will alter their format based on logical expressions applied to order variables. To open the Conditional Style window, click on the white rectangle icon in the Style column of the Edit Table screen.


Use the Barcode button to select the barcode type to use and display in the table for the Barcode Number row.

Barcodes Table

A quick step-by-step guide:

  1. In the template, double-click the table to open the Edit Table screen. 
  2. Find the Barcode Number row and click the white rectangle icon in the Style column.
  3. Click the Barcode button and select the required barcode type: 
    • Code 39
    • Code 39 Extended
    • Code 128
    • EAN-8
    • EAN-13
    • EAN-128 / GSI-128
    • UPC-A
    • UPC-E
  4. Selecting No Barcode will disable the Barcode button and will display no barcodes in the table. Only barcode numbers will be displayed.

Add Conditional Style

In the following example, we will highlight SKUs that have a quantity of over 1. This could be useful in pick lists where an order contains multiple of the same item.

  • To add a new condition to the relevant column, click Add Conditional Style
  • Click Condition to open the condition editor
  • Add a condition, in this example: [{nQty}]>1
  • Click OK
  • Click the button in the font column to access font customization
  • Click the BackColor Color box to select an appropriate background color
  • Click the Text Color box to select an appropriate text color
  • The OK column is an indication of whether the syntax is correct for the condition
  • The Bin icon will delete the condition when clicked
  • Click OK to save the condition

Please Note! Conditional formatting will be applied to the sample data, which may not meet the conditions entered. Sample data varies, depending on what template is being edited.


This tab holds the general settings for the table element. These settings apply to the main table, except where a conditional style has been applied.

  • Show Headers: This option allows you to turn off column headers
  • Header Height: This is the header height in inches
  • Header Color: Clicking this will open the color picker for the header row background color
  • Row Height: This is the height of non-header table rows in inches
  • Header Font: Clicking this button opens the font customization window for the header text
  • Content Font: Clicking this button opens the font customization for the main table data rows
  • Header Font Color: Clicking this will open the color picker for the header row text color
  • Next Page Text: This is the text displayed when the table spans more than one page
  • Table Borders: This border is in addition to the border options for cells set on the Columns tab. The border is drawn the same size as the bounding box on the template
  • One Row per page: This page enables one row to be displayed per page


Not all tables will have a sub-table available. Common uses for sub-tables could be packing lists. In this case, the order details are held in the main table and the sub-table contains the order items  . The tab, if available, comes with a predefined table. The settings will not be editable until the Show Sub Table checkbox is ticked.

  • Show Sub Table: This option will either add a sub-table or hide a sub-table depending on its checked status
  • Sub Table Name: This is the name of the sub-table, please do not alter this as it will affect the content of the template
  • Show Header: This option hides the header, which would normally display under the main header and offset to the right
  • Row Height: This is the row height for the data in the sub-table

The sub-table configurations at the bottom of the sub-table window function the same as the main columns settings in the Columns tab, with the exception of the final column. As there is no custom columns in a sub-table, there is no delete function. To delete rows from the sub-table, set their Visible attribute to False. For further assistance, please read the above section.


This tab is where the text that appears at the bottom of the table can be customized. The columns are as follows:

  • First Column: Clicking the up arrow moves the row further up the summary
  • Second Column: Clicking the down arrow moves the down further down the summary
  • Title: The title can be customized, there is no need to have names linked to Linnworks variables. Edit this column, click the pen icon in the relevant row
  • Title Font: Clicking this button will open the font customization window for the title field
  • Value: This content is based on variables that are used elsewhere in the template designer and the text is right-aligned. This can be edited by clicking the pen icon
  • Value Font: Clicking this button will open the font customization window for the Value field
  • Final Column: This column displays an  icon, which can be used to delete the row from the summary table
  • Add Variable: This field will add a variable as a new row. Variables can be used in existing rows by copy and paste the variable code

Further Reading