Documents in templates
A document is one PDF (or DOCX) you upload into a template: it belongs to the workspace, so any number of templates and automations can reference the same one, and you manage it from the template editor rather than a separate place.
You upload a document into the template that uses it. It belongs to the workspace. One upload serves every template and automation. Adding a document to a second template uses the same document, not a copy. A document is exactly one file.
What a document provides
A source is either a PDF or a Word document. A PDF serves as the visual base where you place fields. New PDF sources store one URL per page pointing to the original PDF. The canvas and thumbnails render it with PDF.js. A Word document uses a placeholder rather than PDF pages.
The document name appears in pickers and tabs. Renaming a document renames it everywhere. The app creates a derived file category from the document name. The category renames with the document. You see it as a category chip in the source picker. You do not choose it in the upload form.
Adding a document declares the template input routing category. Matching files sort the template to the top of the picker. A document is the file an automation points at when ingesting recurring Gmail or Drive documents.
Uploading a document
You add a new file through the document bar above the preview canvas.
The upload dialog is titled Upload your document. It accepts a file in the File (PDF or Word) field. It asks for a Name. For a PDF it offers Filled copies (optional). It does not ask you to categorize the file. Creating the source happens immediately. Adding it to the template is a local change that stays unsaved until you click Save.
During upload, the app reads the page count and built-in form fields. The app attempts server-side decryption on encrypted PDFs. If decryption fails, it stores the original encrypted bytes.
Adding existing documents
To reuse a document, click Add in the document bar. Pick the source under Sources from this workspace. The Add menu also offers Blank page. The list gains Search sources when enough workspace sources exist.
Managing document tabs
The document bar always includes a first, non-removable Data tab. A template references documents through ordered tabs in its document bar. Each tab contributes pages.
You manage documents inside the template that uses them. Click a document tab, then its chevron. The dropdown has a Document settings section. It says Applies to every template using this document. You can rename or recolor the document here. The section contains the Replace PDF and Delete document buttons.
The tab chevron menu also contains AI instructions and Include pages from source controls. AI instructions guide extraction for this document and can include page overflow rules. These settings are local and undoable. The app saves them only when you save the template. Removing a tab and reordering tabs are also local editor changes.
Removing a source tab is distinct from deleting the workspace document. You remove a tab with its close icon. This opens a Remove document confirmation (Remove blank page for a blank page that has zones on it). The zones placed on that tab are removed with it and the fields stay in the template. You can undo this removal from the toolbar.
Form fields
On upload, the app parses built-in text fields, checkboxes, radio groups, and dropdowns. Templates fill these detected fields directly. A radio group becomes one single-choice question. Radio choices show captions from the form.
The app names the fields in plain language. The UI displays the humanized name or technical name as one label. The raw name is only the label title attribute.
The detected-fields list follows the order fields sit on the page. The list has a Select all control.
Automations and chat
Linked automations are optional. The tab chevron has an automation section. It shows + Add automation when none is linked. When one is linked, it shows the run status, last-triggered time, and Manage.
The Add picker renders compact lightning-bolt automation chips for each linked automation. Adding the Extraction step links an automation to the template's source. This happens automatically when the template has exactly one source. Ingested files receive a tag matching the source document. The app annotates them with their origin.
You can ask the chat assistant to attach a source by matching its name. This lets you ask chat to place a field without opening the editor. If the template is open with unsaved changes, reopen it after chat attaches the source. Chat cannot upload a new file.
Replacing the file
Use Replace PDF for a new revision of the same document. You reach this through Document settings. The file swaps in place on the same document name and ID. Every reference keeps working.
The swap has no page-count guard. The page count can change. Existing field placements stay at their old coordinates. You can ask the chat assistant to reposition placements for a new layout.
Deleting a document
Deleting a document affects every referencing template at once. You click Delete document in Document settings. The app asks for confirmation titled Delete document.
The app tolerates orphans. It leaves referencing templates with dangling tabs shown as Missing source. Deleted-source pages render blank. The app does not auto-repair or flag dangling sources. This is a normal in-progress state. Deleting a source also deletes its derived file category when nothing else references that category.
To repair a dangling source, remove the tab with its close icon. Add a replacement from Add. Reorder the tabs by drag-and-drop before saving. There is no in-place repoint control.