Generated documents
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.
Generated documents
This is the log of every document your organization has produced: letters, termsheets, agreements, receipts and cost sheets generated from a template, by hand or by a workflow, and files uploaded against a record. Use it to find a document, look at it, send it, or cancel it.
Where to find it
Account menu > Settings > Documents > Generated documents. The Generated documents link at the foot of a template's Versions dialog also brings you here.
You need the View permission on Generated Documents. Without it the page shows "No access" and "You do not have permission to view generated documents. Ask your administrator."
Before you start
Documents are generated on the record they belong to, not here: open the demand, opportunity, estimate, offer or booking and use its Documents card. A template must be Published before it can be used (see Document templates). Every Documents card also has a Preview button beside Generate, to see on screen what a template would produce for the record without generating anything (see Preview before generating).
What you see
The page header reads "Every letter, termsheet and agreement produced from a template, by hand or by a workflow. Open the record to generate more."
Above the grid you have:
- Search (placeholder "Search by number or title").
- Kind filter ("Any kind"): Demand Letter, Termsheet, Offer Letter, Agreement, Allotment Letter, Receipt, Cost Sheet or Other.
- Record type filter ("Any record type").
- Status filter ("Any status"): Generated, Sent or Void.
| Column | What it shows |
|---|---|
| Number | The document number, for example DL-2026-27-00012, which opens the preview. The date and time it was made is underneath. |
| Document | The title. Underneath: the template and version it came from (for example "Demand letter (standard) v2"), and the record it is filed on, as "<record type> · <short id>". The record is a link when it has its own page and you may open it. |
| Kind | The kind badge. |
| Format | PDF or Word: the format chosen when it was generated, which is the stored copy. The file size is underneath. |
| Status | The status badge. A Sent document shows the addresses it went to; a Void one shows the reason. |
| (actions) | The row's icons. |
The newest documents are at the top. Click a column title to sort by it. With nothing yet the grid reads "No documents generated yet".
What you can do
Preview before generating
On a record's Documents card, Preview (anyone who can see documents) opens "Preview document for <record>": choose the Template and click Preview. The document is rendered on screen exactly as Generate would produce it now, from the published version and the letterhead, under "Preview of <title> from <template> v<n>: what Generate would produce now. Nothing is numbered or kept." The same Preview button sits in the "Generate document for <record>" dialog, so you can check before you click Generate. If the template renders another kind of record the server refuses with "Template <code> renders a <kind>, not <kind>".
Regenerate
The refresh icon (tooltip "Regenerate", hover "Regenerate from today's data (the old one stays)") asks "Regenerate <number>?": "A new <format> document is generated from <template> with today's data and gets the next number. <number> stays on record: delete it if it was never sent, or void it." Choose Regenerate. You see "<new number> generated in place of <number>; the old one stays until you delete or void it." Use it after fixing the record or publishing a new template version: the fresh document uses today's data and the current version.
- Who: anyone with the Create permission on Generated Documents. Shown on documents made from a template that still exists (not on uploads).
Preview
The eye icon (tooltip "Preview"), or a click on the number, opens the document on screen with its letterhead. The dialog title is the number with its status badge, and the document title sits above the page. "Rendering…" shows while it loads. From the dialog you can download it with Word or PDF; Close closes it.
A void document shows a large "VOID" mark across the page with the reason (or "This document has been voided."). A letter replaced by a newer one shows "SUPERSEDED" with "This document has been superseded by <number> dated <date>. Please refer to that document."
- Who: anyone who can see this list.
Download PDF
The download icon (tooltip "Download PDF") saves the document as a PDF.
- Who: anyone who can see this list.
Download Word
The document icon (tooltip "Download Word") saves the document as a Word file you can edit.
- Who: anyone who can see this list.
The envelope icon (tooltip "Email") opens "Email <number>":
- To: one or more addresses (placeholder "buyer@example.com, cc@example.com"; "Comma separated addresses."). Up to 20.
- Subject: starts as the document title.
- Message: starts as "Dear Sir / Madam," then "Please find attached <title> (<number>)." and "Regards".
- Attach as: PDF or Word, starting with the stored format.
Send emails the document to each address as an attachment. You see "Sent to <addresses>." and the status becomes Sent, with the addresses shown under it. A Sent document can be emailed again; the list of addresses is replaced by the latest one.
- Who: anyone with the Edit permission on Generated Documents. In the default roles that is the Administrator, the Finance Lead, the Accountant, the Sales Manager, the Rehab Officer and Legal & Documentation. The icon isn't shown without it, or on a Void document.
- Send is greyed out until To has something in it. No reason is shown on hover.
- Cancel closes the dialog without sending.
- Addresses that aren't valid are skipped. If none is valid you see "Add at least one valid email address".
Void
The ban icon (tooltip "Void") asks "Void <number>?" with "The document stays on record marked void; its number is not reused." Type a reason in the box marked "Reason (optional)" if you want one, and choose Void. You see "<number> voided." The status becomes Void and the reason shows under it.
Use it when a document was sent in error or its content is wrong: the number stays in the log, so the series has no gaps and anyone holding a copy can see it was cancelled.
- Who: anyone with the Edit permission on Generated Documents. The icon isn't shown without it, or on a document that is already Void.
Delete
The bin icon (tooltip "Delete") asks "Delete <number>?" with "Only documents that were never sent can be deleted. The number is not reused." Choose Delete. You see "<number> deleted." The document and its stored file are removed.
- Who: anyone with the Delete permission on Generated Documents. In the default roles that is the Administrator, the Finance Lead, the Sales Manager and Legal & Documentation.
- The icon is shown only on documents in Generated status. A sent document must be voided instead ("A sent document cannot be deleted; void it instead").
Statuses
| Status | Meaning | How it gets there |
|---|---|---|
| Generated | Made (or uploaded) and filed on the record, not yet sent. | Generating from a template, a workflow rule, or an upload. |
| Sent | Emailed from the app. | Email here or on the record, or a workflow rule that emails it. |
| Void | Cancelled but kept on record with its number. | Void, or automatically when an offer is issued again with a new letter (the reason reads "Superseded by <number>"). |
Generated can go to Sent or straight to Void; Sent can go to Void. Nothing comes back from Void: generate a new document instead.
Things to know
- Each document keeps its own copy. A document keeps the wording, header, footer and page layout it was made with, and the template version, even if the template is later changed or retired. Editing a record afterwards doesn't change a document already generated: generate a new one.
- Numbers. Documents are numbered <prefix>-<financial year>-nnnnn, one series per prefix, and the series starts again each financial year (from 1 April). Voiding keeps the number, so it is never reused. Deleting is different: if you delete the most recent document of a series, the next document takes that number again.
- A downloaded PDF of a void document may not carry the mark. The "VOID" or "SUPERSEDED" mark is always on the on-screen preview. When a copy of the PDF was stored at the time the document was made, a PDF download gives back that stored file, which has no mark; a Word download never carries it. Don't hand out a downloaded copy of a void document as if it were current.
- If mail isn't set up. When email sending isn't set up on the server, Send shows "MAIL_SERVER is not configured; the message was logged" and the document is still marked Sent, although nothing left the system. If you see "Logged (mail is not configured)." and the status hasn't changed, the email couldn't be delivered to any address; check the addresses, try again, or ask your administrator.
- Uploaded files appear here too. Signed copies and other files uploaded on an offer or an allottee's page are numbered UP-…, show "Template removed" under the title because they have no template, and show PDF in Format whatever the file is. They can't be previewed ("An uploaded document has no rendered HTML; download the file"); either download icon gives you the original file.
- Documents on allottees show their record type as "tenant" (the link opens the allottee's page), and records without a page of their own, such as offers, show as plain text rather than a link.
- The Record type filter may be empty. It is filled only for people who also hold the View permission on Workflow Rules.
- Downloads are recorded. Every download, and every change to a document, appears in the Audit log. There is no History button on this page.
- Your organization can rename the grid's column titles (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.
- AllotteeScreen
One society member, landowner or PAP tenant on a page: who they are, what they hold today, their co-owners, their offers on each project, the letters and files filed for them, their bank accounts and parking.
- 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.
- 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.
- 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.
- Society & TenantsScreen
On a redevelopment project, link the society being redeveloped, keep its members and the project's landowners and PAP tenants, and give each of them an offer that allots new units and sets the benefits the developer pays.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Email, void or delete a generated documentHow-to
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 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.
- DocumentsScreen
The Documents area of Settings, where you manage document templates and letterheads and see every document generated or uploaded in your organization.