Documents

Communication Documents are generated or managed document instances created from document templates and linked to a specific business record.

Open Communication > Documents to view document instances. The table shows the template, entity type, active status, and approval status where applicable.

Workspace Reference

User Goal	Typical Action	Result
Generate a document	Use Create Document and select the approved document template.	The instance uses the template wording, expected record type, and variables.
Attach document to context	Select the specific business record in the entity record section.	The document remains traceable to the invoice, event, loan, inspection, support ticket, certificate, or other source record.
Validate generated wording	Review variable values and generated preview before saving or sharing.	Users catch wrong customer, amount, date, product, or reference values before the document is used.
Review existing evidence	Use View from the document table.	Users can see overview, generated content, print-ready layout, and attachments.

Document Instances

A document instance is the generated output for one selected template and one selected record. It is useful for letters, statements, forms, certificates, notices, contracts, or other documents that need repeatable wording and traceable source data.

The business record remains the source of truth. For example, a generated invoice notice supports the invoice record; it does not replace the invoice.

Creating Documents

Select Create Document and complete the form.

Document Details

• Document Template is required. It controls the document wording, expected record type, and available variables.
• Active controls whether the generated document instance is active for operational use.

Use the template lookup to confirm the template name, document type, and expected entity before continuing.

Entity Record

After selecting a template, choose the specific record the document is being generated for. This record supplies the context for variable resolution and audit traceability.

If the template expects an entity but no record is selected, the document cannot be saved.

Variable Values

Variable values fill placeholders in the document template. Some values can be resolved from the selected record, while others may require user input or attachment selection.

Review variable values carefully before saving. Incorrect variables can produce a document that looks valid but contains the wrong customer, amount, date, product, or reference.

Batch Creation

Document creation supports batching. Users can add multiple document entries, review the batch table, edit entries, and submit the batch together. Each entry must have a valid template and selected record.

Reviewing A Document

Use View on a document row to open the detail dialog.

The detail dialog includes:

• Overview: template name, entity type, and active status.
• Content: generated document preview using the template layout plus the saved organisation identity where default headers and footers are enabled.
• Attachments: related files where available.

The detail dialog also provides shortcuts to related workspaces such as templates, document types, document transactions, workflow, events, inspections, billing, operational items, and stock items.

The content tab also supports:

• Download PDF for formal circulation or archiving
• Print for paper output using the same composed layout shown in the preview

If a template uses the default header and footer mode, the document instance preview inherits the legal/contact identity maintained in Administration -> General Setup -> Organisation Details.

Row Actions

• View opens the document preview and details.
• Delete removes a document instance when permitted.
• Bulk Delete removes selected document instances when permitted.

Avoid deleting documents that are part of customer communication, compliance evidence, dispute handling, or approval history.

Good Practice

• Use approved templates instead of manually recreating standard documents.
• Always confirm the selected record before generating the document.
• Check generated content before sharing externally.
• Keep organisation document identity current so generated documents show the right legal and contact details.
• Keep document instances active only while they are relevant for operations.
• Use document transactions when the business needs line-level document workflow, status, approval, or stock/pricing/accounting effects.