Generate & track#

A document is an instance of a template: generated from a folder, numbered, archived in the explorer. Its PDF is kept for the duration of your plan (see below). This page covers the everyday gesture: filling in the generation screen, issuing, then tracking.

Filling in the generation screen#

From a folder linked to a template, start the generation: the form is built from the template schema.

• Self-typed fields: each field infers its input control (types) — date, amount, percentage, list.
• Registry record: a field bound to a registry becomes a record picker — every column of the chosen record is injected ({{client.name}}…).
• Inherited values: the folder and its parents can pre-fill variables (cascade) — the local value overrides the inheritance.
• Line tables: add rows (description, quantity, price); formulas compute totals and VAT live.
• Continuous preview: the render regenerates on every keystroke — what you see is the PDF.
• Required fields: a variable or tracking dimension marked as required in the Studio is enforced at issue — when filling in as well as when correcting, via the API v1 as well as in embeds. A value already resolved (folder cascade, schema default, formula) counts as filled in; otherwise the issue is rejected (422), with nothing consumed.

Issue, correct, archive#

Status	Meaning
draft	Created, PDF can be regenerated
issued	Numbered and locked — a definitive step
archived	Filed, no longer counted in active counters
cancelled	Cancelled (from "issued")
superseded	Previous version of a corrected document — set by the system, never by hand

Allowed transitions: draft → issued, issued → archived, archived → issued, issued → cancelled.

The Issue button on a draft: the template counter increments, the number is frozen, the final PDF is generated. An issued document can never be renumbered.

Correcting an issued document creates a new version (v2, v3…), pre-filled with the current values. On issue, the correction inherits the same number — the number stays stable, the version moves forward, and {{DOCUMENT.version}} feeds the content (1, 2…). Previous versions then become "superseded": greyed out in lists, they remain available in the document's version history, with a banner pointing to the latest one. To draw a fresh number from the template counter instead of inheriting, tick Reserve a new number on the issue screen.

Keeping the PDF#

The PDF of an issued document is kept for the duration of the plan: 30 days on Free, one year on Starter, unlimited on Pro and Business. Past that point, the file is purged and its status becomes "expired" — but the document itself remains complete: number, frozen content, tracking. The PDF can be re-rendered on demand from the document page.

Sending by e-mail#

From the page of an issued document, Send e-mails the PDF as an attachment. The To field is pre-filled with the linked customer record's address; Cc and Bcc each accept up to 10 addresses, with suggestions drawn from your registries — linked record first, last recipient as a backup. Subject is required, message is optional: the send is queued and its history stays available on the document page (status, recipients, message preview). A draft cannot be sent.

Business tracking#

The lifecycle above is fixed: it is shared by every document. Business tracking (payment, delivery…), on the other hand, is configurable and set record by record after issue. Two levels are involved:

• the workspace catalogue (settings) defines the available dimensions: keys, labels, options, colours;
• each template then enables the dimensions it tracks (template details → “Attached tracking”), along with the option set by default on issue.

A document therefore only shows the tracking of its own template: an invoice tracks payment, a delivery note tracks delivery, a certificate nothing at all. Values show up in the explorer as chips and stay editable after issue — a draft carries none, a cancelled document is frozen.