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Generate a document from a record and download it as PDF

From the record, choose Generate Document (V2), then the document, then Download. You can edit a copy for this record only before you download it, without changing the template.

4 min
Open in Corteksa
Before you start · 1 thing · for everyone
A document on the record’s unit in the document generator
  • You need: The permission to read the document generator and the permission to view the record
  • A document on the record’s unit in the Document Generator. See Create a new document template.

Steps

1
Open the row’s menu (⋯) in the unit’s table, and choose Generate Document (V2).
The record opens on its Documents tab, with its unit’s documents from the document generator.
2
Choose the document.
It shows with the record’s data, page by page.
3
If a field in the document is empty, it’s empty in the record or you don’t have permission to it. Fill it in on the record, or continue.
4
Optional: press Edit document to edit this copy only.
5
Press Download.
The file downloads under the document’s name, such as Course quote.pdf.
6
To save it to the record instead of downloading it, press Save to record. See Save a document to a file field in the record.

How it works

One-off copy: an edit you make for this record prints and saves with it only, and doesn’t change the template everyone uses.

Only what you can see: the document reads the record and its linked records with your permissions. A record outside what you can see shows as if it doesn’t exist.

Mobile app: the Android app lets you generate a document and save it to the record. Designing templates is on the web only.

Ask the assistant: ask Cortex AI to “Generate the quote for this record”. It picks the template and the file field by itself only if the unit has one template and one file field. Otherwise, it asks you.

If something goes wrong

What you see
Why
What to do
“The PDF engine is busy”
Many prints at the same moment.
Wait a few seconds and try again. Don’t print dozens of records at once.
The document doesn’t show in the Documents tab
The document is on another unit, or you don’t have the permission to read it.
Empty fields
The field is empty in the record, or you don’t have permission.

A real example

Namaa Academy
The situation

A client asks for an offer with a special discount that mustn’t become part of the template.

What they did
  1. The employee opened the client’s record and chose “Program offer”.
  2. She edited the discount line in this copy only, then downloaded the PDF.
The result

The client got their own offer, and the template stayed the same for everyone.

A made-up company, to show the idea. The numbers are rounded.

Good to know

3 prints run at the same time, and 12 wait. Any more are refused straight away, with a request to try again.
Printing stops if the page isn’t finished within 30 seconds.
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