NirmaanOne Help
How-toReviewed 2026-09-29

Email, void or delete a generated document

Send a generated document to the buyer as an attachment, cancel one that is wrong by voiding it (it stays on record with its number), delete one that was never sent, and trace what happened in the audit log.

Email, void or delete a generated document

Once a document is generated you can email it straight from the app, and if it turns out to be wrong you void it: it stays in the log with its number, clearly marked, so the series has no gaps and anyone holding a copy can see it was cancelled. Only a document that was never sent can be deleted. Every one of these actions is recorded.

Before you start

  • The document exists (see Generate a document from a record).
  • Permissions, in the role editor's words, on Generated Documents:
    • View to find and preview documents;
    • Edit to email and void them (the default Administrator, Finance Lead, Accountant, Sales Manager, Rehab Officer and Legal & Documentation);
    • Delete to delete them (the Administrator, Finance Lead, Sales Manager and Legal & Documentation).
  • The View permission on Audit Trail for the audit log (the Administrator, Compliance Officer and Auditor).

Steps

  1. Open the account menu in the top bar, choose Settings > Documents > Generated documents, and search by number or title ("Search by number or title"); the Status filter narrows to Generated, Sent or Void. You can do the same from the record's own Documents card, such as a booking's Documents tab. See Generated documents and Booking documents.
  2. Click the document's number (or the eye icon, "Preview") to check it is the right one. The document shows on screen with its letterhead, titled with its number and status. Click Close.
  3. To send it, click the envelope icon ("Email"). The dialog "Email <number>" opens with To, Subject (the document's title), Message ("Dear Sir / Madam," … "Please find attached <title> (<number>)." … "Regards") and Attach as. The icon isn't shown on a Void document.
  4. Type the addresses in To, separated by commas ("Comma separated addresses."; up to 20), adjust Subject and Message if needed, and choose PDF or Word in Attach as. Send stays greyed out until To has something in it.
  5. Click Send. Each address gets the document as an attachment. You see "Sent to <addresses>." The status becomes Sent, with the addresses under it. A sent document can be emailed again; the addresses shown are then the latest ones.
  6. To cancel a document that is wrong or went out in error, click the ban icon ("Void"). The confirmation "Void <number>?" reads "The document stays on record marked void; its number is not reused." with a box "Reason (optional)".
  7. Type a reason, for example "Wrong unit number; reissued", and click Void. You see "<number> voided." The status becomes Void with the reason under it, and the on-screen preview shows a large "VOID" mark with the reason.
  8. To remove a document that was generated by mistake and never sent, click the bin icon ("Delete"). It is shown only on documents in Generated status. The confirmation "Delete <number>?" reads "Only documents that were never sent can be deleted. The number is not reused."
  9. Click Delete. You see "<number> deleted." The document and its stored file are removed.
  10. To see who emailed, voided, deleted or downloaded a document, open the account menu, choose Settings > Audit log and set the component filter to Documents & downloads. Each entry shows when, who and what changed; the eye icon opens it. See Audit log.

What happens next

  • A sent document can be voided but not deleted, and nothing comes back from Void. To replace a voided document, generate a new one from the record.
  • A void document keeps its number, so the number is never used again. Deleting is different: if you delete the latest document of a series, the next document generated takes that number again.
  • The "VOID" mark is always on the on-screen preview. A PDF downloaded later may be the copy stored when the document was made, which carries no mark, and a Word download never carries it, so don't hand out a downloaded copy of a void document as if it were current.
  • Issuing an offer again with a new letter voids the earlier letters by itself, with the reason "Superseded by <number>"; their on-screen preview then carries a "SUPERSEDED" mark naming the new letter instead of "VOID" (see Correct and re-issue an offer).
  • Every download and every change to a document is written to the audit log; the document screens have no History button of their own.

If something goes wrong

  • "MAIL_SERVER is not configured; the message was logged": email isn't set up on the server, so nothing left the system although the document now shows Sent. "Logged (mail is not configured)." with the status unchanged: the email couldn't be delivered to any address. Check the addresses and try again, or ask your administrator. See Email shows as logged or refused (trouble.documents.email-not-delivered).
  • "Add at least one valid email address": none of the addresses in To is valid. "A void document cannot be sent": generate a new document instead. Same article (trouble.documents.email-not-delivered).
  • "A sent document cannot be deleted; void it instead" or "This document is already void": void it, or leave it as it is. See Template, letterhead or document cannot be deleted (trouble.documents.template-cannot-be-deleted).
  • "An uploaded document has no rendered HTML; download the file": uploaded files (numbered UP-…) can't be previewed; download them instead.
  • No Email, Void or Delete icon, or "No access" on the audit log: your role lacks the permission listed above. See No access (trouble.admin.no-access).

Related

  • Generated documentsScreen

    The organization-wide log of every document generated from a template or uploaded against a record, where you preview, download, email, void or delete them.

  • Booking documentsScreen

    The letters and agreements generated for one booking, such as the allotment letter, together with the receipts of its payments and the letters of its demands, with the button to generate another from a published template and the icons to preview, download, email, void or delete each one.

  • DemandScreen

    One demand: the installments it bills, its amounts with GST, the expected TDS and what is payable in money, the receipts and TDS credits against it and how the money is placed on the charges, with the actions to edit, issue, cancel or delete it.

  • EstimateScreen

    One estimate version: its charges by group, payment plan, approvals, unit and parking hold and validity, with the lifecycle actions to send, finalize, request approval, approve or reject, extend, cancel, version and book.

  • Opportunity (Overview tab)Screen

    One buyer's enquiry on one project: who they are, what they want, the current estimate, the latest activity, documents and tasks, with the pipeline actions (estimate, assign, book, mark lost, reopen) in the header.

  • Audit logScreen

    The organization-wide change log: every create, change and delete, every sign-in (including refused ones), sign-out and downloaded file, with who did it, when, from where and what changed.

  • Generate a document from a recordHow-to

    From a booking, demand, opportunity, estimate or offer, pick a published template and a format, generate the numbered document, check it on screen and download it; every document is also listed in the organization-wide Generated documents log.

  • Revise, retire or reopen a published templateHow-to

    Change a published document template without disturbing the version in use, publish the changes as a new version, go back to an earlier version, and take a template out of use or bring it back.

  • Correct an issued offer and re-issue itHow-to

    Take an issued or accepted offer back to draft, change the areas, units, benefits or split, and issue it again so a fresh letter supersedes the one already with the allottee.

  • Find out who changed somethingHow-to

    Open a record's History to see who changed it, when and what the values were before and after, then follow it into the Audit log to narrow by person, action or date and see everything saved in the same request.

  • Generated documents: offer letters, cost sheets, void and supersededConcept

    A generated document is a numbered, filed rendering of a published template against one record, kept with its merged text, template version and file; offer letters are generated when an offer is issued and supersede the earlier ones, cost sheets print an estimate for the buyer, and a void or superseded document keeps its number and shows a watermark saying what replaced it.

  • Numbers and series: documents, bookings, demands, payments and vouchersConcept

    How NirmaanOne numbers what it creates: generated documents, bookings, demands, demand runs, payments, payout runs and revenue runs take a prefix, the Indian financial year and a five-digit serial (BK-2026-27-00007), while vouchers are numbered on posting from their voucher type's prefix, padded counter and suffix.

  • Audit trail and record historyConcept

    What an audit entry records (who changed what, when, from where, with before and after values), how entries group into a record's history and a project's history, and who may read them.

  • Email shows as logged or refused: the mail server is not configured or rejected the messageTroubleshooting

    Outgoing mail is sent through a mail server set up for the installation, not inside the app; while none is configured every email (document, campaign, workflow, invitation, verification) is only logged and reported as not delivered, and when the server refuses a message the recipient is marked failed; the person who runs the installation configures mail, then you resend.

  • Template, letterhead or generated document cannot be deleted: retire or void it insteadTroubleshooting

    A document template that produced documents, that an email template attaches or that a workflow rule uses is kept for history and is retired rather than deleted; a letterhead is deleted only once no template uses it; a generated document that was sent is voided, never deleted.

  • "No access" or "You do not have permission": your role lacks a permissionTroubleshooting

    Every screen, button and picker is gated by a permission on a module; your role decides which you hold, so a missing one shows as a No access card, a refused action, a greyed-out button with a hover reason, or a picker that explains which permission it needs.