# Generate a spec sheet PDF

> Print one record as a branded PDF from its record page, in the language and visibility you choose.

Source: https://www.speclatch.com/guide/documents/generate-a-spec-sheet
Who: Admin, Engineering or Marketing. Plan: Every plan.
Last verified: 2026-11-11

## Before you start

- You need the Admin, Engineering or Marketing role.
- For the final sheet, the record must be Published. Any other record gives a watermarked preview.
- The table's default template sets the layout. Without one, SpecLatch uses its built-in layout.
- A language other than your default needs the Growth plan and up.

## Steps

1. In the table's grid, click the **Open record page** icon at the end of the record's row.
2. Click **Spec sheet** in the record header.
3. Under *New PDF*, pick a **Language**. **Default language** uses your workspace's default. If the table offers several templates, pick one under **Template** first.
4. Pick a **Visibility**. A Public sheet prints only Public fields; an Internal or Confidential sheet adds those fields. The list stops at your own visibility, and a Public member doesn't see it.

   ![The open Spec sheet menu on a pump record: under New PDF, the Language and Visibility selectors and a Generate PDF button](https://www.speclatch.com/guide/documents/generate-a-spec-sheet-1.png)

   *Set the language and visibility, then click Generate PDF.*

5. Click **Generate PDF**. It makes a new PDF from the record's current data. On a record that is not yet Published, the button reads **Generate draft preview**, and the PDF is watermarked.
6. Wait while the menu button reads **Generating…**. Then open **Spec sheet** again and click the new sheet under **Open**, which lists each saved sheet with when it was made.

   ![The Spec sheet menu after generation, with the new sheet listed under Open by visibility and language, and when it was made](https://www.speclatch.com/guide/documents/generate-a-spec-sheet-2.png)

   *Open lists the saved sheets; New PDF makes another.*

> **Tip:** To refresh the sheets of a whole table, open **Export** in its grid and click **All spec sheets**. It queues a sheet for every Published record and skips the others.

> **Where the PDF is kept.** Each sheet is listed in the record's **Documents** card and on **Documents**, with the tier you chose. A new sheet replaces the previous one with the same template, language and visibility.

## What happens after

A Public sheet of a Published record is offered for download on the record's portal page. An Internal or Confidential sheet stays off the portal. Only members whose visibility reaches its tier can download it. When the record changes later, the sheet is flagged stale until you generate it again.