Standard compact technical sheet: one A4 page ready for inspections
All plans
Create the standard template with the fields inspections ask for, organise it by sections, change its colours and approve the sheets with version and revision date.
What it is for
When a health inspection comes round or a trade customer asks you for a product sheet, they want to see the same things on all of them: product name, classification, composition with allergens, nutrition information, storage, shelf life, lot, weight, and who prepared and approved it. The standard compact template brings it all together on a single A4 page, in clear rows organised by section.
The data already in the recipe (family, barcode, lot, weight, shelf life, image, ingredients, nutrition) is filled in automatically. You only complete the texts specific to each product and remove the fields you are not asked for.
Create the standard template
Go to Configuration › Technical Sheet
At the top you will see the New standard compact template notice. Click Create standard template, give it a name and save it. You also have it in the Actions menu.
Choose the layout
In Print layout, Compact prints the sheet in rows on one A4 page; Classic is the usual layout. You can switch between them whenever you like: the blocks are the same.
Associate it with your recipes
Below the template selector you have Recipes using this template: click Associate recipes… to choose them, or Apply to all recipes. If you tick Use by default for new recipes, every new recipe starts with this sheet already. You can see it step by step in Associate the template with your recipes.
- 1What's new notice: it disappears once you have a compact template.
- 2Layout: compact in rows, or classic.
- 3Default: only one of the company's templates can be the default.
- 4Colours: choose a palette or adjust each colour.
Associate the template with your recipes
In Configuration › Technical Sheet, with the template selected, the Recipes using this template box tells you how many recipes use it (for example, 42 of 118 recipes, with a progress bar), whether it is the Default for new recipes template, and which recipes they are. Click a recipe's name to open it, or its × to remove it from the template.
- Associate recipes… opens the recipe picker: search by name, filter by family and by status (All, No template, Other template, Already associated, each with its count) and tick the ones you want.
- Quick selection: Select visible ticks everything you see with the filters, No template ticks the recipes that do not have a sheet yet, and each family has its own button to tick all of it. Clear selection starts again from scratch.
- At the bottom you see how many you have selected and, if any of them used another template, a warning: “2 of them use another template and will lose it.”
- Apply to all recipes switches all the company's recipes to this template in one go, after asking you to confirm.
- 1Coverage: how many recipes use the template and whether it is the default one.
- 2Filters: name, family and status, with the number of recipes in each.
- 3Quick selection: what is visible, the recipes without a template, or a whole family.
- 4Warning: the recipes that will drop their previous template.
When you associate a template, the blocks of the recipe's sheet are replaced by the template's. If a recipe had its own texts on its sheet, review it afterwards. And if you change the template later, click Apply changes to associated recipes so the associated recipes receive the change.
Use the standard sheet from a recipe
You do not need to go through Configuration. In the recipe, open the Technical Sheet tab: above Use template you will see the Standard compact technical sheet box. Click Use the standard sheet and confirm: the recipe switches to your company's standard compact template. If your company does not have one yet, Recipok creates it there and then and tells you so (“Standard template created and applied”). The box disappears once the recipe already prints with a compact template.
- 1Use the standard sheet: applies the standard compact template without leaving the recipe.
- 2Notice: if it did not exist, the template is created and applied at the same time.
What it includes and where each piece of data comes from
| Section | Fields | Where it comes from |
|---|---|---|
| Header | Logo, company details, code, version and revision | Configuration, the recipe code (SKU) and the approvals. |
| Product identification | Commercial name and image, family, barcode (EAN), classification, description | The recipe: name, main photo, family and barcode. You write the classification and description yourself. |
| Composition and allergens | Ingredients with allergens, allergens, composition (hidden) | The recipe ingredients, in order of weight and with allergens highlighted. |
| Nutrition information | Table per 100 g and per serving | The recipe's nutrition calculation. |
| Packaging and traceability | Net weight, presentation, shelf life, lot, expiry date | Weight and shelf life from the recipe; the lot, from your lot nomenclature. |
| Process, storage and use | Preparation, storage, directions for use, intended consumer, process control (hidden) | Your own texts. The process controls, if you use them. |
| Document control | Prepared by and approved by | Who saved the sheet and who approved it, with date and version. |
Your own texts (classification, storage, directions for use, intended consumer…) arrive empty on purpose: Recipok does not make up anything an inspector is going to see. Fill them in on the template if they apply to all recipes, or on each recipe if they vary.
Sections and fields tailored to you
Each field is a block and each section is a section-type block. A field belongs to the section above it.
- Add a field to a section: click + Add field in the section header. The new field is placed at the end of that section.
- Add a section: Add section, at the end of the list.
- Move: drag any field from one section to another.
- Remove what you are not asked for: hide the field with its switch, or delete it if it is a text field of your own.
- 1+ Add field: creates the field inside that section.
- 2New field: it goes at the end of its section.
- 3Add section: to group your own fields, for example “Logistics”.
Report colours
Expand Report colours in the template. You can choose a palette (Recipok green, Navy blue, Burgundy, Plain grey, Black and white) or adjust one by one the text, the cell background, the section colour, the text on the sections, the background of the labels and the header, and the borders. They are saved automatically and apply to every recipe using that template, in both the compact and the classic layout. Reset colours brings back the original look.
Print just once with another template
In the recipe's Technical Sheet tab, next to Print, open the Print just this once with… drop-down and choose another template. You get the PDF with that template, but the recipe stays associated with its own. Useful when a customer asks for a different format from the one you use for inspections.
Prepared by, approved by and versions
- Prepared by: Recipok records who saves the recipe's sheet and when.
- Approve: the company administrator goes to Configuration › Technical Sheet › Approvals, filters by Pending or by family, ticks the sheets and clicks Approve selected. The sheet goes up a version and its revision date becomes the approval date.
- If the recipe changes: the sheet goes back to “Pending” and says so when printed (“Pending approval (v2 approved on…)”) until it is approved again.
Have the sheets of the products you sell approved before an inspection: the version and revision date show that the document is under control. Also check that the lot on the sheet matches the one on your labels and production orders.
Tips
- First fill in the common texts on the template (storage, intended consumer) and leave on each recipe only what changes.
- For customers who ask for another format, save a second template and use Print just this once with….
- Everything you already knew about the technical sheet (public link, nested sheets, watermark) works the same with the standard template.