Documents
The Documents area of Settings, where you manage document templates and letterheads and see every document generated or uploaded in your organization.
Documents
This is where your organization sets up the letters, termsheets, agreements, receipts and cost sheets it produces. Templates hold the wording and merge fields, letterheads hold the branding, and the log shows every document made or uploaded so far.
Where to find it
Open the account menu in the top bar, choose Settings (see Settings), then the Documents tab. Documents is not in the sidebar. The Documents breadcrumb on a template's page also brings you here.
The Documents tab shows if you hold any permission on Document Templates or on Generated Documents. The page has no content of its own: it opens the first of its tabs that you may see. If you can see none of them, it shows "No access" and "You do not have permission to view documents. Ask your administrator."
What you see
Under the Settings heading, the area has the heading Documents and the line "Letters, termsheets and agreements are generated from templates with merge fields, wrapped in a letterhead and filed on the record as PDF or Word."
Three tabs sit below it:
| Tab | What it holds | Shown to |
|---|---|---|
| Templates | The document templates you generate from. See Document templates. | Anyone with any permission on Document Templates. |
| Letterheads | The logo, header, footer and page layout wrapped around documents. See Letterheads. | Anyone with any permission on Document Templates. |
| Generated documents | The log of every document produced from a template or uploaded against a record. See Generated documents. | Anyone with any permission on Generated Documents. |
Letterheads are governed by the same permission as templates: there is no separate letterhead permission.
What you can do
Templates
Opens Document templates, where you create, duplicate and delete templates and open one in the designer.
- Who: the page needs the View permission on Document Templates.
Letterheads
Opens Letterheads, where you set up the branding for the whole organization and for single projects.
- Who: the page needs the View permission on Document Templates.
Generated documents
Opens Generated documents, where you preview, download, email, void and delete documents.
- Who: the page needs the View permission on Generated Documents.
Things to know
- Who gets what in the default roles.
- Administrator and Legal & Documentation: everything on templates, letterheads and generated documents.
- Sales Manager: view, create, edit and publish templates and letterheads (but not delete them), and everything on generated documents.
- Finance Lead: view templates; everything on generated documents.
- Accountant and Rehab Officer: view templates; view, generate, email and void documents.
- Sales Executive: view templates; view and generate documents.
- Project Manager, Compliance Officer and Auditor: view only.
- Site Engineer and Front Desk: no access.
- What the Generated Documents permissions mean. Create lets you generate or upload a document, Edit lets you email or void one, and Delete lets you remove one that is still Generated (not yet sent or voided).
- Publishing is its own permission. On Document Templates the role editor has one more permission next to View, Create, Edit and Delete: publish (shown in lower case). It lets you publish, retire and reopen a template. Keeping it separate means someone can draft wording without being able to put it in front of buyers.
- A tab can show while its page says "No access". The tab appears with any permission on the module, but each page needs the View permission. A custom role that has, say, Create on Generated Documents without View sees the tab and then a "No access" card. None of the default roles is set up this way.
- There is no History button on the document screens (the History panel that opportunities, bookings and other records have). Changes to templates, letterheads and generated documents, and every file download, are recorded in the Audit log under Settings, which needs the View permission on Audit Trail.
- Documents are generated from the record, not from here. Open the demand, opportunity, estimate, offer or booking and use its Documents card.
- Workflow rules use these templates too. A rule's Generate document action and the attachments of a Send email action or a message template draw on published templates. See Rules and Message templates under Settings > Workflows.
- Your organization can rename the tab labels (see Renaming screen labels), so your screen may use different words.
Related
Related
- Document templatesScreen
The list of your organization's document templates (demand letters, offer letters, termsheets, agreements, allotment letters, receipts, cost sheets), with filters and the actions to create, duplicate, open or delete one.
- Document templateScreen
The template designer: write a template's wording with merge fields, set its letterhead, title and page layout, preview it against a real record, and publish, retire or restore its versions.
- LetterheadsScreen
Set up the branding wrapped around generated documents: logo, header and footer, page size, orientation, margins and page numbers, for the whole organization or for one project.
- 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.
- SettingsScreen
The Settings area of the app: a row of tabs for your organization's profile and policies, products, users, roles, lookups, workflows, documents, AI connectors and the audit log.
- 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.
- Roles & PermissionsScreen
The list of your organization's roles: open one, create or clone a role, deactivate or reactivate it, and delete custom roles nobody holds.
- History panelScreen
See who changed a record, what they changed and when, including the record's lines, newest first, and jump to the full audit log.
- WorkflowsScreen
The Workflows area of Settings, where you manage automation rules, event types and message templates, and check the runs, the outbox and the engine's health.
- RulesScreen
Every automation rule in your organization, system and custom, with filters, the switch that turns each rule on or off, and shortcuts to edit, test, clone, see the run history of or delete a rule.
- Message templatesScreen
The list of your organization's message templates: the wording that Send email actions and campaigns use, with filters and the actions to create, open or delete one.
- Sidebar, top bar and notifications bellScreen
The frame around every page once you are signed in: the sidebar with its groups, the top bar with the notifications bell, the light and dark switch and your account menu, and the banners that ask you to act.
- Renaming screen labelsScreen
Change the wording of field names, tabs, column titles and sidebar items to your organization's own terms, on one screen or everywhere, and reset them to the built-in text.
- Document templates, published versions and letterheadsConcept
A document template is an HTML letter with merge fields written for one record type; publishing it freezes a numbered version that generation uses while the draft stays editable, and a letterhead (the template's own, else the project's, else the organization's default) supplies the logo, header, footer and page layout around it.